Download WinTen

132 Venture Court, Suite 1
Lexington, KY 40511
http://www.tenmast.com
WINTEN OCCUPANCY
Support:
(877) 359-5492
[email protected]
Marketing:
(877) 836-6278
[email protected]
Fax:
(859) 367-7480
AND RENT CALCULATION
USER MANUAL VERSION 10/31/2003
FOR PROGRAM VERSION 10/31/2003
©2003 TENMAST SOFTWARE
AND LATER
©2003 Tenmast Software. All rights reserved.
WinTen Occupancy and Rent Calculation User
Manual
This manual, as well as the software described in it,
is furnished under license and may be used and/or
copied only in accordance with the terms of such
license. The content of this manual is furnished for
informational use only, is subject to change without
notice, and should not be construed as a commitment by Tenmast Software. Tenmast Software assumes no liability for any errors or inaccuracies that
may appear in this manual.
Except as permitted by such license, no part of
this publication may be reproduced, stored in a
retrival system, or transmitted, in any form or by
any means, electronic, mechanical, recording, or
otherwise, without the prior written permission of
Tenmast Software. Permission to produce copies
for official use is expressly granted to organizations
and individuals with a current Update and Support
Agreement with Tenmast Software for the maintenance and support of Tenmast Software’s WinTen
Occupancy and Rent Calculation program.
Any references to company, housing authority,
or individual names or identities in examples or
screen images are for demonstration purposes
only and are not intended to refer to any actual
organization or person.
CONTENTS
Introduction
1.1
Program Overview
2.1
Cyclical Actions
2.3
Planning Questions
2.4
Main Menu
2.7
Setup
Setup Screen
Default Settings Tab
Signature Lines Tab
Project Validation Tab
Max Rent Table Tab
Agency Tab
FSS/WtW Tab
TRACS Setup Tab
Contract Sub-Tab
Owner/Agent Sub-Tab
Special Funcs Tab
Browse Housing Units Sub-Screen
Maintain Unassisted Housing Units Sub-Screen
General Tab
Amenities Tab
Utilities Tab
Notes Tab
Utility Allowance Setup Sub-Screen
Utility Type Tab
Utility Company Tab
Allowance Profile Tab
Multiple Utility Allowances Sub-Screen
Multi Allow Setup Tab
Multi Allow Amendment Tab
FMR/Payment Standard Setup Sub-Screen
Maintain Management Codes Sub-Screen
Maintain Caseworkers Sub-Screen
Maintain Income Limit Tables Sub-Screen
3.1
3.2
3.2
3.8
3.10
3.13
3.14
3.16
3.17
3.19
3.21
3.23
3.25
3.27
3.27
3.30
3.31
3.32
3.33
3.34
3.35
3.39
3.43
3.43
3.45
3.46
3.48
3.50
3.52
Tenant Actions
Tenant Search Screen
Add a Tenant Sub-Screen
Tenant Detail Sub-Tab
Rent Calculation Sub-Tab
Tenant Detail Screen
Main Tab
FSS/WtW Contract Information Sub-Screen
FSS Tab
WtW Tab
Service Table Tab
FSS Transaction List Sub-Screen
Maintain Unassisted Housing Units Sub-Screen
General Tab
Amenities Tab
Utilities Tab
Notes Tab
Household Tab
Income Tab
Assets Tab
Expenses Tab
References Tab
eTrans Tab
Totals Tab
Multi-Utility Totals Sub-Screen
TRACS Requests Tab
Printed Documents Sub-Screen
Reports
4.1
4.2
4.5
4.5
4.23
4.59
4.59
4.68
4.69
4.71
4.73
4.74
4.76
4.76
4.79
4.80
4.81
4.82
4.86
4.90
4.93
4.96
4.98
4.101
4.103
4.104
4.106
5.1
Reports Screen
Tenant Tab
eTrans Tab
Statistics Tab
Link/eTrans
5.2
5.4
5.9
5.11
6.1
Links/eTrans Record Selection Screen
eTrans Records Database
Review eTrans Records Sub-Screen
Recalculating eTrans Dates
Links Database
Form Letters
6.2
6.3
6.4
6.6
6.7
7.1
Task Wizards
8.1
Locate a Household Member
Transfer a Section 8 Tenant to a New Unit
Move a Tenant to Another Data Area
Create a TRACS eTrans Record
Reindex
Process TRACS Vouchers
Voucher Search Screen
Voucher Review Screen
Voucher Summary Tab
Requested Information Sub-Tab
Owner/Agent Information Sub-Tab
Voucher Detail Tab
8.2
8.4
8.7
8.9
9.1
10.1
10.2
10.5
10.5
10.6
10.9
10.11
INTRODUCTION
The WinTen Occupancy and Rent Calculation program is a data management program designed for
use on computers running the Windows 95, 98, ME,
NT, 2000, or XP operating system. The interface is
designed for use in a Windows environment and
includes point-and-click mouse actions, pull-down
menus, and Windows-based help functions. This
manual contains all of the information you need to
use the WinTen Occupancy and Rent Calculation
program (hereafter referred to as Occupancy and
Rent Calculation or ORC).
Version Information
This manual is written for the 10/31/2003 release of
Occupancy and Rent Calculation. It does not apply to previous versions of the program (including
MS-DOS-based ones) and some sections may be
inaccurate with regards to later versions.
Whenever Tenmast issues an update to this program, we will notify your agency through email. If
you have a current Update & Support Agreement
for this program, you may download and install
the update through the Tenmast Update Manager
program. During the download and installation
process, Update Manager will notify you of the
changes to the program.
We periodically update this manual to reflect significant changes to the program. You may download
this updated documentation from our Web site at
no charge.
Hint: Downloading Manuals
You can find the current version of this manual in the Client
Service Area of our Web site at http://www.tenmast.com.
All manuals are available in PDF file format. You must have
version 4.0 or newer of Adobe Acrobat Reader to open and
print manuals. You can also order printed copies of the
manual through our Marketing/Communication Services
Department.
Getting Help
Though we have made every effort to make this
manual as comprehensive as possible, no document can cover all contingencies. If you encounter
problems with Occupancy and Rent Calculation,
call the Tenmast Training & Support Department toll-free at (877) 359-5492 or send email to
[email protected].
Revisions
To better serve our clients, we constantly update our
manuals, just as we constantly make improvements
in our programs. If you find an error or omission in
this documentation or have a suggestion for improving it, call the Tenmast Marketing/Communication
Services Department toll-free at (877) 836-6278 or
send email to [email protected].
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Introduction • Page 1.1
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Introduction • Page 1.2
PROGRAM OVERVIEW
The WinTen Occupancy and Rent Calculation
program is designed to assist you in managing
financial, household, and dwelling unit data on every subsidized housing tenant who falls under your
agency’s jurisdiction. It conforms to HUD reporting
requirements for the following subsidized housing
program types:
• Public Housing
• Section 8 Certificates
• Section 8 Vouchers
• Housing Choice Vouchers
• Section 8 New Construction
• Section 8 Mod Rehab
• Section 8 Manufactured Home
• Tax Credit
• Tax Exempt
• Section 202
• Section 236
• Rural Development (Section 515)
• Section 221d (BMIR)
• Section 811
• Managed Projects
• Section 8 Homeownership
The program is capable of preparing the official
Form HUD-50058 and Form HUD-50059 for HUD
reporting, as well as Form RD 1944-8 for USDA
(Rural Development) reporting. It also, in conjunction with the WinTen TransNet program, handles
PIC/58, TRACS, and MTFS electronic record
preparation and submission.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.1
Program Integration
As with all WinTen software, Occupancy and Rent
Calculation is designed to integrate with other programs in the WinTen product line. This data sharing allows for more efficient operation, as multiple
programs can pass data back and forth without the
need for operator intervention. Occupancy and
Rent Calculation integrates with the following other
WinTen modules:
• Applicant List: The Applicant List program
handles the initial data processing for a prospective tenant’s application for subsidized housing.
Once that tenant is accepted into a subsidized
housing program, you can record the tenant’s
move-in in Occupancy and Rent Calculation.
Occupancy and Rent Calculation draws the
tenant’s data directly from Applicant List’s database.
• Tenant Accounts Receivable: Occupancy and
Rent Calculation sends appropriate change
instructions to the Tenant Accounts Receivable
program whenever a change in a public housing tenant’s data indicates that the tenant’s rent
should be altered. This change does not have to
be immediate - if you set a future effective date,
you can prepare for a change that will not take
effect until one or more months later.
• Section 8 Tenant and Landlord: Occupancy
and Rent Calculation sends appropriate change
instructions to the Section 8 Tenant and Landlord program whenever a change in a Section
8 tenant’s data indicates that the tenant’s rent
should be altered. This change does not have to
be immediate - if you set a future effective date,
you can prepare for a change that will not take
effect until one or more months later.
• TransNet: The TransNet program creates the
data submission files for PIC/58, TRACS, and
MTFS reporting. It does this by gathering individual tenant transaction records created in Occupancy and Rent Calculation.
• Rent Reasonableness Reporter: Occupancy
and Rent shares several databases with Rent
Reasonableness. These include unassisted
units, FMR (Fair Market Rent) tables, and utility
allowance tables.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.2
CYCLICAL ACTIONS
Begin Month
Review the program’s setup scheme to make sure
everything is correct. Under most circumstances,
you should not need to make changes.
First Few Days of Month (Each Day)
• Print reexamination list for reexaminations that
are due in future months.
• Send reexamination notices to tenants and
schedule exam appointments.
• Perform a backup. If your data backup functions
are automatic, you still should test them manually
to ensure that they are working correctly.
During the Month
• Perform reexaminations and other calculations.
• For each tenant who is receiving a reexamination,
print a rent worksheet and either a Form HUD50058, a Form HUD-50059, or a Form USDA
1944-B. Be certain that the effective date on
each form is correct.
• Print a rent change notice for every tenant who
should receive one.
• Create eTrans records and link entries for changes that will take effect in future months.
• Move in newly housed tenants to Tenant Accounts
Receivable or Section 8 Tenant and Landlord.
End of the Month
• Be certain that all changes for the next month
have been made before the Tenant Accounts
Receivable or Section 8 Tenant and Landlord
programs are initialized.
• Submit PIC/58 transactions using the PIC Web
site and/or TRACS transactions using TRACSMail and/or MTFS transactions to USDA via
TransNet.
• Perform a backup. If your data backup functions
are automatic, you still should test them manually
to ensure that they are working correctly.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.3
PLANNING QUESTIONS
Before you begin using the Occupancy and Rent
Calculation program, there are a few questions that
you should answer to ensure smooth and organized
data management. These questions address both
program setup and agency procedures.
Program Settings
What type of housing programs are you preparing to set up in the Occupancy and Rent Calculation program?
In each data area’s setup information, there is
an option which allows you to specify the default
tenant type for that data area. You should determine which tenant type is the default for each data
area. For example, if you have a data area which
contains data on Section 8 certificate tenants, the
default tenant type there should be Section 8 certificate tenants. Occupancy and Rent Calculation
supports the following tenant types:
• Public Housing
• Section 8 Certificates
• Section 8 Vouchers
• Housing Choice Vouchers
• Section 8 Mod Rehab
• Section 8 New Construction
• Indian Housing
• Section 236
• Section 202
• Section 811
• Section 211(d) BMIR
• Rural Development
• Managed Projects
• Tax Exempt
• State Program
• Section 8 Homeownership
Do you want to require the tenant’s signature
on the 50058 form?
In addition to the official Form HUD-50058, Occupancy and Rent Calculation can print a modified
50058 which includes tenant and spouse signature
lines. You can set Occupancy and Rent Calculation
to print the official 50058 or the modified 50058. We
recommend printing the modified 50058 because it
allows you to keep written proof that the tenant has
read and understands the form.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.4
Do you want the “Effective Date” field printed
on rent calculation worksheets?
You can choose whether or not the program will
print the “effective date” field on rent calculation
worksheets.
What passbook savings percentage will you be
using?
This value is important for calculating imputed income on tenant assets whose value is in excess
of $5000.
What rounding factor will you use in your calculations?
Occupancy and Rent Calculation allows you to set
the dollar amount from which you will round up to
the nearest dollar in all calculations. Normally, this
should be $0.50, meaning that all fractional dollar
values of fifty cents or greater will be rounded up
to the next dollar. Note that only a few housing
authorities have been authorized by HUD to use
a value other than fifty cents, as this is standard
mathematical and financial practice.
You should also consider whether or not to round
at each step in calculations. Note that only a few
housing authorities have been authorized by HUD
to not round at each step.
What additional impairment labels will you
use?
Occupancy and Rent Calculation has five default
impairment labels for disabled or handicapped
tenants: vision impaired, hearing impaired, wheelchair, mentally impaired, and physically impaired.
The program also allows you to define up to five
other impairment labels.
NOTE: Due to federal nondiscrimination law,
you cannot actually ask tenants or prospective
tenants about their handicaps or disabilities.
However, it is perfectly legal to record information based on your own observations. To avoid
accusations of discrimination, Tenmast recommends that these fields be used for disabilities
or handicaps that are observable in a casual
meeting with the individual. Two examples are
oxygen tanks (whose location your local fire
department may need to know in case of a fire)
and caregiver animals (so you know which tenants have seeing eye dogs which should not be
subject to normal pet policies).
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.5
Who signs the 50058 and/or 50059 forms?
The program allows you to include the signature of
a supervisor or manager on all 50058 and 50059
forms. Make a list of individuals who are authorized
to sign each form, along with their official titles. You
can enter this list into the program. Later, whenever you print a 50058 or 50059 form, the program
will allow you to select from this list and will print the
name and title of the selected individual next to the
space for his signature.
Workflow
Since the Occupancy and Rent Calculation interfaces directly with the Applicant List, Tenant
Accounts Receivable, and Section 8 Tenant and
Landlord programs, your agency should have a
standardized pattern and order of work, or a workflow, to avoid miscommunication and incorrect data
entry. Keep the following questions in mind when
establishing your agency’s workflow.
When an applicant is at the top of the waiting
list and is ready to be moved into the Occupancy and Rent Calculation program’s database,
who will perform the transfer?
When all required calculations have been made
and all necessary forms have been printed, who
will move newly housed tenants into the Tenant
Accounts Receivable or Section 8 Tenant and
Landlord databases?
When a tenant undergoes recertification (either
annual or interim), who will make the necessary
changes to the tenant’s records?
Who is responsible for verifying the information entered for the rent calculations?
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.6
MAIN MENU
This screen is the starting point for using each of
the Occupancy and Rent Calculation functions.
Each function is detailed in its respective chapter.
Hint: One of Our Buttons Is Missing
If you are not in a TRACS data area, the Voucher button is
grayed out (disabled).
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.7
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Program Basics • Page 2.8
SETUP
The first time you run Occupancy and Rent Calculation, the first option you should select from the
Main Menu is Setup. All WinTen programs have
Setup functions. The settings in the Setup screen
control the program environment, and you can
change many aspects of the program’s operation
through these settings. Be careful to enter the
proper information, as inaccurate settings can
cause Occupancy and Rent Calculation to function
in an unexpected manner.
The individual in charge of your WinTen programs
should periodically review each program’s Setup to
ensure that it is still correct. Access to the Setup
screen should be restricted through the Security
functions of the Master Setup program after the initial settings have been entered in order to prevent
accidental changes to the settings.
To use the Setup functions, click the Setup button
or press <S> at the Main Menu.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.1
SETUP SCREEN
The Setup screen has eight tabs: Default Settings,
Signature Lines, Project Validation, Max Rent
Table, TRACS Setup, Agency, FSS, and Special
Functions. Some of these tabs may not be available for use, depending on which settings you
have selected on the Default Settings tab and on
whether you are working in a public housing or a
Section 8 data area.
The Setup screen always opens on the Default
Settings tab, as shown below.
Default Settings Tab
This tab contains your agency’s address information and lease formatting data, as well as settings
that determine how Occupancy and Rent Calculation functions.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.2
Default Settings Tab Controls
Color Settings Button
The Color Settings button opens the Color dialog
box. Click on a color to set the background color
of the Occupancy and Rent Calculation screens to
that color.
Some parts of some screens may remain unchanged so they remain readable.
Hint: Color Settings
A color setting, like any other setting, is only applied to the
current data area. Many agencies use this feature to colorcode their data areas so users can tell at a glance what
data area they’re currently using.
Default Settings Tab Other Functions
Maintain Form Letter Templates
This command opens the Browse Templates subscreen, which allows you to select a form letter
template to edit. For more information on editing form letter templates, see the Form Letters in
WinTen manual.
Unit Information
This command opens the Browse Housing Units
sub-screen. From this sub-screen, you can review
and edit the data for the units in the current data
area. For more information on this sub-screen, see
the end of this chapter.
Utility Allowances
This command opens the Utility Allowance Setup
sub-screen or the Multiple Utility Allowances subscreen, depending on the setting of the Utility Allowances set of radio buttons. These sub-screen
enables you to edit the utility allowance tables for
the current data area. For more information on this
sub-screen, see the end of this chapter.
FMR/Payment Standard Setup
This command opens the FMR/Payment Standard
Setup sub-screen. This sub-screen enables you to
edit the FMR (Fair Market Rent) tables for the current data area. For more information on this subscreen, see the end of this chapter.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.3
Management Codes
This command opens the Maintain Management
Codes sub-screen. This sub-screen enables you
to edit the management codes that Occupancy and
Rent Calculation uses. For more information on
this sub-screen, see the end of this chapter.
Maintain Caseworkers
This command opens the Maintain Caseworkers
sub-screen. This sub-screen allows you to add,
edit, and delete individual caseworker records. For
more information on this sub-screen, see the end
of this chapter.
Transfer Caseload
This command opens the Transfer Caseload dialog
box. This dialog box enables you to transfer all of a
selected caseworker’s assigned tenants to another
caseworker. Select the caseworker from whom
you want to transfer tenants in the left list, and the
caseworker to whom you are transferring tenants in
the right list. Then click the Assign button.
Maintain Income Limit Tables
This command opens the Maintain Income Limit
Tables sub-screen. This sub-screen allows you to
add, edit, and delete income limit tables. For more
information on this sub-screen, see the end of this
chapter.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.4
Default Settings Tab Data Fields
Organization Name
This is the name of your agency as it should appear on the header of all reports produced by Occupancy and Rent Calculation.
Address
This is your agency’s street address.
City, State, Zip
These fields contain the city, state, and zip code
portions of your agency’s address.
Phone
This is your agency’s phone number.
HUD Address 1-4
These four fields are for the address of your regional HUD office. This address prints on the Release
of Information (06/95) report.
Signatures Appear on Certification
This drop-down selection box enables you to
specify which signature lines, if any, the program
will print on Form HUD-50058.
Signatures Appear on Lease
This drop-down selection box enables you to
specify which signature lines, if any, the program
will print on the Lease Addendum.
Owner/Manager Signature on Lease
If you check this box, the program will print an
owner or manager signature line on the Lease Addendum. The signature line will be printed on the
Lease Addendum. If there is more than one signature line set up, the program will prompt you to
choose when you print the Lease Addendum.
Signature Lines Appear on the Notes
If you check this box, the program will print an owner or manager signature line on verification letters.
Effective Date Appears on Worksheet
If you check this box, the program will print the effective date of a rent change on the rent worksheet.
If this box is not checked, the program will print the
system date on the rent worksheet.
Housing Program Type
This drop-down selection box enables you to specify the housing program type for this data area.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.5
Area Submits to TRACS
Check this box if the currently selected data area
has tenants whose data should be reported to
TRACS rather than to PIC/58. TRACS tenants are
tenants who participate in the following programs:
Section 8 New Construction, Section 202, Section
811, Section 221d (BMIR), Section 236, and Rural
Development.
If this box is checked, the TRACS Setup tab becomes available.
HA was chosen for MTW program
Check this box if your agency is participating in
HUD’s pilot MTW (Moving To Work) program.
If this box is checked, the program handles rent
calculation differently, and prints the 50058-MTW
form instead of the standard 50058 form.
Utility Allowances
Utility allowances are used in rent calculations.
These radio buttons allow you to select what type
of utility allowance applies to tenants in this data
area.
Hint: MTW
As of mid-2002, only 24 housing authorities in the country
are participants in the MTW program, and only one is a Tenmast client. If you are in doubt, leave this box unchecked.
If this is a public housing area, select Fixed Utility
Allowances.
If this is a Section 8 data area, select Utility Allowance Calculation.
You can use multiple utility allowances for any
housing program in which different units receive
different utility allowances based on factors such
as occupancy level, location, or time of year.
Default Tenant Type
This drop-down selection box enables you to
specify the default tenant or housing program type
administered in this data area. When a new tenant
is added, the program automatically sets the tenant
to be this tenant type.
Minimum Rent
This is the minimum rent (TTP) used by your agency. The program uses this to calculate the rent of
PIC/58 tenants. This value can be a dollar amount
from 0 to 50. If your agency does not have a minimum rent, set this field to 0.
Passbook %
This field is your agency’s passbook savings percentage. It is used for calculating minimum income
on tenant assets whose value is in excess of 5%.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.6
HA Number
This is your agency’s HUD-assigned three-digit
housing authority number. The program uses this
number to create your project numbers, and will
automatically attach the appropriate state code to
it when needed.
Round Each Step?
Check this box if you want the program to round all
values at each reportable step of all tenants’ rent
calculation.
Round Up from?
This field is the dollar amount at which the program
rounds up. For example, if you want the program
to round up at 50 cents, enter 0.50.
Additional Lease Text
The program can print up to six additional lines of
text on the Lease Addendum. Enter this text here
if necessary.
Impairment Label 1-5
The program has five pre-defined impairment
codes: Visually Impaired, Hearing-Impaired, Mentally Impaired, Physically Impaired, and Wheelchair. These fields allow you to add up to five additional impairment codes.
Hint: Impairment Codes
Federal law forbids discrimination on the basis of medical
impairments, so adding impairment codes can cause some
touchy situations. Tenmast recommends that you use the
custom impairment labels for conditions that may justify
special care for your tenants and are visible without your
employees having to ask. For example, you might want to
track all tenants who use oxygen tanks so the information
is available to the fire department if needed. Likewise, you
may need to record tenants who have caregiving animals
(guide dogs, for instance).
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.7
Signature Lines Tab
The Signature Lines tab enables you to add the
name(s) and title(s) of agency officials who will sign
Form HUD-50058 and verification letters. If your
agency has more than one official for a specific
program type, Occupancy and Rent Calculation
will prompt you to select the appropriate official’s
name for use in the signature line whenever you
print something that needs it.
The center area of this tab holds a table of all
officials in Occupancy and Rent Calculation’s
database. The bottom area of the tab shows the
detailed information for the currently selected official. You can add, edit, or delete officials using the
standard WinTen controls.
NOTE: The program types for the signature line
setting must be the same as the tenant types
that appear on the Tenant Detail screen. The
Program Type drop-down selection box contains the valid tenant/program types.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.8
Signature Lines Tab Data Fields
Name
This is the official’s name as it should appear on
Form HUD-50058 and verification letters.
Title
This is the official’s title or agency position as it
should appear on Form HUD-50058 and verification letters.
Program Type
This is the type of program for which this official will
be signing Form HUD-50058 and verification letters.
If the official will be signing these forms and letters
for more than one type of program (for example,
both Section 8 Vouchers and Public Housing), you
must create a separate entry for each program type
over which that official has jurisdiction.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.9
Project Validation Tab
The Project Validation tab enables you to add, edit,
and delete project numbers for your agency. It is
important to set up valid project names and project
numbers on this tab because the program will use
this information to validate project data that users enter during daily agency operations. Project
numbers also appear on numerous reports and are
critical to successful PIC/58 and TRACS data submissions.
The center area of this tab holds a table of all
projects in Occupancy and Rent Calculation’s database. The bottom area of the tab shows the detailed information for the currently selected project.
You can add, edit, or delete project records using
the standard WinTen controls.
The HA State and HA Number are drawn from the
Default Settings tab of the Setup screen. The program combines this data with the Program Type
and Project/Funding Increment that you set to create a valid project number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.10
What makes up a project number?
A project number is composed of four different
parts. Let’s look at the imaginary Tenmast Village
project, with an equally imaginary project number
of KY132P0001.
The first part of the project number (KY) is the twoletter postal abbreviation of the state in which the
project is located.
The second part (132) is the HA Number from
the Default Settings tab. This three-digit number
is a unique code assigned by HUD that identifies
your agency within its state. Together with the first
part of the number, this is your HUD HA number
(KY132).
The third part (P) is a one- or two-letter code that
designates what program the project falls under.
The most common ones are P (public housing)
and VO (Section 8 Vouchers).
Hint: Project Numbers and Development Numbers
On some HUD documents, you may see references to “development numbers.” Development numbers are the same
as project numbers. HUD is in the process of changing the
official terminology, so both names are currently in use.
The last part (0001) is a three- or four-digit reference number that identifies which of your agency’s
projects this one is. This is only included if the
project is not one whose data must be submitted
to TRACS.
Project Validation Tab Controls
Update Section 8 Allocation Numbers Button
This button synchronizes the allocation numbers
in the WinTen Section 8 Tenant and Landlord
program’s database with the project numbers in
Occupancy and Rent Calculation. This button only
appears when you are in a Section 8 data area.
If you click this button, a warning dialog box appears that instructs you to be sure that no one is
using the Section 8 Tenant and Landlord program.
When you click OK, a confirmation dialog box appears that asks you to confirm your intent to update
the Section 8 allocation numbers. Click Yes to continue or No to abort the process.
If you click Yes, a dialog box briefly opens to inform
you that the update process is being performed.
The dialog box closes when the process is complete.
CAUTION
Do not use this function immediately (within two weeks) after installation of WinTen Occupancy and Rent Calculation
unless specifically instructed to do so by Tenmast Training
& Support personnel. If you have not completed the data
conversion process from your previous software, this may
overwrite vital Section 8 data.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.11
Project Validation Tab Data Fields
The data fields in the bottom area of the tab vary
depending on the program type of the currently
selected project.
Common Data Fields
Project Name
This is the name of the project for which a project
number is being created.
Project Type
This drop-down selection box holds a list of valid
program types. Set this field to the correct program
type for this project.
If this project is in a TRACS data area:
Project/Funding Increment
This field is for the distinct increment number associated with this project.
If this project is a Public Housing or Indian
Housing project type:
If your agency has public or Indian housing projects
that are located in a different state or have a different housing authority number, you will need to
complete this information.
Project State, if different than (your state)
If this project is located in another state, enter that
state’s two-letter postal code here.
Project/Origin HA Number, if different than
(your HA number)
If the project has a housing authority number different from your agency’s housing authority number,
enter that HA number here.
Site Number or Suffix, if applicable
This field is for any site number or suffix code associated with this project. This number or code will
appear on the Tenant Detail screen for each tenant
in this project.
If this project is an FMHA/Rural Development
project type:
RD Surcharge
Check this box if this project is a Plan I project.
RD Project Type
This set of radio buttons enables you to select the
type of Rural Development that this project is.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.12
Max Rent Table Tab
The Max Rent Table Tab enables you to add, delete, edit, or view maximum rent for various site
codes and bedroom sizes. Maximum rent tables
are used in public housing rent calculations. They
should include HUD-approved maximum (market)
rents in your agency’s jurisdiction.
The left side of this tab contains a table which
includes maximum rent values for units of zero
(efficiency apartment) to six bedrooms under each
existing site code. The right side of the tab shows
the site code, number of bedrooms, and maximum
rent for the currently selected row of the table.
To add a new site code, click the Add button. The
left side of the tab changes to display a single data
field. Enter the new site code in this data field and
click the Save button. The table returns with seven
new entries: units of zero through six bedrooms
under the new site code.
To edit the maximum rent table, click the Edit button. Click on the row in the table that corresponds
to the site code and unit size whose maximum rent
you want to change. Enter the new maximum rent
value in the Maximum Rent field on the right side
of the tab. When you are finished, click the Save
button to save your changes or the Cancel button
to cancel them.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.13
Agency Tab
The Agency tab enables you to create records for
businesses or agencies with which you may have
frequent contact regarding tenants. You can insert
these records into tenant records on the Tenant
Details screen when recording tenant income, assets, or expenses.
The left side of the tab contains a table of all agency records in Occupancy and Rent Calculation’s
database. The right side shows the information for
the currently selected agency. You can add, edit,
or delete agency records with the standard WinTen
controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.14
Agency Tab Data Fields
Agency Name
This is the name of the business or agency as it
should appear on official correspondence.
Care Of
This is the name of your primary contact within the
agency. If you have no specific contact, leave this
field blank.
Address
This is the street or P.O. box portion of the agency’s
mailing address.
City
This is the city portion of the agency’s mailing address.
State
This is the state postal code portion of the agency’s
mailing address.
Zip
This is the zip code portion of the agency’s mailing
address.
Phone
This is the agency’s phone number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.15
FSS/WtW Tab
The FSS/WtW (Family Self-Sufficiency/Welfare to
Work) tab enables you to create records for specific FSS/WtW actions and special functions dealing
with tenant data.
The left side of the tab contains a table of all FSS/
WtW Transaction Codes in the program’s database.
The right side shows the action code and description for the currently selected action. You can add,
edit, or delete FSS/WtW transaction codes using
the standard WinTen controls.
FSS/WtW Tab Data Fields
Type of Action
This is the transaction code for the action that you
want to track. This field is limited to 5 characters.
Hint: Using FSS/WtW Transaction Codes
The Occupancy and Rent Calculation program enables
you to track more FSS/WtW program details than the
HUD-required minimums, and the program allows unique
transaction codes to be used with this information. For
instance, if your agency needs to track phone calls to an
FSS participant, you could set up a transaction code for
phone calls.
Description
This is a brief description of the action that you
want to track. This field is limited to 30 characters.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.16
TRACS Setup Tab
The TRACS Setup tab only appears if you have
designated the current data area as a TRACS area
on the Default Settings tab. This tab enables you
to set up contract information for TRACS data submissions.
The TRACS Setup tab is divided into two sub-tabs:
Contract and Owner/Agent. It always opens on the
Contract sub-tab, as shown below.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.17
TRACS Setup Tab Controls
Change Contract/Project # Button
This button enables you to edit the Project Number
and Contract Number fields.
TRACS Setup Tab Other Functions
Maintain Units
This command opens the Maintain Units subscreen. This sub-screen enables you to review
and edit the data on each unit in the selected project. For more information on the Maintain Units
sub-screen, see the end of this chapter.
CAUTION
Do not use the Create TRACS Baseline, Create Unit Load
Records, Create Balance Forward Records, or Recalculate
Number of Units functions unless instructed to do so by
your contract administrator, TRACS, or Tenmast personnel.
Create TRACS Baseline
This command creates a MAT10 baseline certification for every tenant in the selected project.
Create Unit Load Records
This command creates a MAT15 record for every
unit in the selected project.
Create Balance Forward Records
This command creates a status record of all units
in the selected project and their certifications as of
a specified date.
Recalculate Number of Units
This command recalculates the number of units in
the selected project.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.18
Contract Sub-Tab
The top area of this sub-tab contains a table of all
contracts in the database. The bottom area contains the detailed information for the currently selected contract. Use the standard WinTen controls
to add, edit, or delete contract data.
Contract Sub-Tab Data Fields
Project Name
This is the project’s name or description. This field
is limited to 35 characters.
Funding Source
This drop-down selection box enables you to specify the source of funding for the selected project.
Subsidy Type
The program automatically fills in this drop-down
selection box based on the setting of the Funding
Source field. If there is more than one possible
subsidy type for the selected funding source, this
field remains editable and you can change the default selection if necessary.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.19
Section 8 Type
The program automatically fills in this drop-down
selection box based on the setting of the Funding
Source field. If there is more than one possible
Section 8 type for the selected funding source, this
field remains editable and you can change the default selection if necessary.
Project Number
This is the eight-character number associated with
this project, if applicable. If the selected project
has already been added to the TRACS Setup tab,
this field is not editable. You must use the Change
Contract/Project # button to edit it.
Contract Number
This is the 11-character contract number associated with this project. This number always begins
with a two-digit state code. If the selected project
has already been added to the TRACS Setup tab,
this field is not editable. You must use the Change
Contract/Project # button to edit it.
NOTE: A project can have a contract number, a
project number, or both, depending on its HUD
funding source.
Total Units
This is the total number of occupied, excluded, and
vacant units associated with the selected project.
The program calculates this number automatically.
HAP Agreement Signed on or after 10/01/1981
If the HAP agreement for this contract was signed
on or after October 1, 1981, check this box. This
field is not available for contracts with all funding
sources.
HAP Contract Effective on or after 10/01/1981
If the HAP contract for this project became effective
on or after October 1, 1981, check this box. This
field is not available for contracts with all funding
sources.
HAP Contract Signed on or after 10/03/1994
If the HAP contract for this project was signed on or
after October 3, 1994, check this box. This field is
not available for contracts with all funding sources.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.20
Owner/Agent Sub-Tab
The top area of this sub-tab contains a table of
all contracts in the database. The bottom area
contains the detailed information for the owner or
agent of the currently selected contract. Use the
standard WinTen controls to edit the data on this
sub-tab.
Owner/Agent Sub-Tab Data Fields
Project Name
This is the name of the selected project. You cannot edit this field on this sub-tab; you must edit it on
the Contract sub-tab.
Agent Name
This is the name of the agency or individual responsible for managing the selected project.
EIN Number
This is the EIN (Employer Identification Number)
for the project’s agent.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.21
Owner’s Name
This is the name of the individual or agency that
owns the project. This may be the same as that of
the agent listed above.
Signed Name
This is the name of the individual who signs the
Form HUD-52670 for this project, exactly as he
signs the form.
Owner’s Title
This is the official title of the individual who owns
the property.
Phone
This is the phone number of the individual who
signs the Form HUD-52670 for this project.
Payee Name
This is the name of the agency or individual that
receives the subsidy payment for this project. For
most housing authorities, this is the name of the
agency, not the name of an individual employee.
Payee Address
This is the address of the payee (above).
Bank Address
If the payee receives payment through direct deposit, this is the address of the bank that holds the
account.
ABA Route
This is the routing number at the above bank for a
payment made via direct deposit, if applicable.
Account Number
This is the account number that receives the payment, if applicable.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.22
Special Funcs Tab
The Special Funcs (Functions) tab enables you
to use four special processes for maintaining your
databases.
CAUTION
All four of the functions available on this tab can cause permanent loss of critical data if applied incorrectly. They are
primarily intended for use immediately after a new program
installation or during the process of converting MS-DOSbased program data to WinTen program data. Do not use
any of these functions unless specifically instructed to do
so by Tenmast Training & Support personnel.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.23
Special Functions Tab Controls
Transfer Button
In some situations, such as a recent upgrade, you
may have a tenant record that is stored in the Tenant Accounts Receivable or Section 8 Tenant and
Landlord program but not in Occupancy and Rent
Calculation. This button enables you to transfer
such a record into Occupancy and Rent Calculation.
Parameters Button
This button enables you to edit rent calculation parameters. Some tenant types have unique parameters for calculating rent, including elderly allowances, dependent allowances, and so on. Under
normal circumstances, these values are set when
the software is installed.
Clear Button
The Clear button matches the program’s household member database against the active tenant
database. If any tenants who are on record as
being heads of households do not match up with
active tenant records, they will be deleted.
Re-Calc Button
This button recalculates all tenant rents in the data
area. Remember that, according to HUD regulations, a tenant must be notified of any rent change
prior to the change taking effect. Before using this
function, make sure that every tenant in the data
area should have his rent recalculated and has
been notified of an upcoming change in that rent.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.24
Browse Housing Units Sub-Screen
If you select the Unit Information option from the
Other Functions menu on the Default Settings tab,
the Browse Housing Units sub-screen opens. This
sub-screen contains a table of all unassisted units
in the Rent Reasonableness database. From this
sub-screen, you can add a new unit to the database, review or edit an existing unit record, or
make a copy of an existing unit record to use as
the starting point for adding a new unit.
The Selected Units set of radio buttons in the top
left area of the sub-screen enables you to select
which units are displayed in the table: only assisted
units, only unassisted units, or both types. The
Sort By set of radio buttons in the top right area of
the sub-screen enables you to select the order in
which units are sorted in the table.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.25
Adding a New Unit Record
To add a new unit, click the Add Unit button. The
Maintain Unassisted Housing Units sub-screen
opens to a new unit record.
Editing an Existing Unit Record
To edit an existing unit record, select that record
and click the Edit Unit button, or double-click on
the record’s entry in the table. The Maintain Unassisted Housing Units sub-screen opens to that unit
record.
Copying an Existing Unit Record
If you need to add records for multiple similar units,
you may want to just add one record, then make a
copy of it and edit the copy for every other similar
unit. To make a copy of an existing unit record,
select that unit in the table and click the Copy Unit
button. The Maintain Unassisted Housing Units
sub-screen opens to that unit record. Make your
changes to the record so it accurately depicts the
similar unit rather than the original unit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.26
Maintain Unassisted Housing Units Sub-Screen
The Maintain Unassisted Housing Units subscreen enables you to view and edit the record of a
selected unit. It has four tabs: General, Amenities,
Utilities, and Notes. This sub-screen always opens
on the General tab, as shown below.
General Tab
The General tab contains information on the selected unit’s location, owner, and general demographics (size, building type, etc.). Edit the data on
this tab and save or cancel your changes with the
standard WinTen controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.27
General Tab Data Fields
Address
Street Number
This is the unit’s street number (house or building
number).
Street Name
This is the name of the unit’s street.
Apt. No.
This is the unit’s apartment number, if applicable.
City, State Zip
These three fields are the unit’s city, state, and zip
code.
Location
Hint: Unit Locations
Description
This drop-down selection box enables you to select
the unit’s location (neighborhood) from the list of
locations set up on the Locations tab of the Setup
screen of the WinTen Rent Reasonableness module.
For more information on setting up unit locations, please
refer to the WinTen Rent Reasonableness manual.
Census Tract
This is the census tract in which the unit is located.
County
This is the county (or parish, in Louisiana) in which
the unit is located.
Owner Information
Name
This is the name of the unit’s owner.
Address
This is the owner’s street address.
City, State, Zip
These three fields are the owner’s city, state, and
zip code.
Telephone
This is the owner’s phone number.
Rent Summary
Contract
This is the unit’s monthly contract rent.
Utilities
This is the unit’s monthly utility allowance, as determined by the utility allowance profile selected.
You cannot change this field; the program fills it in
automatically.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.28
Gross
This is the unit’s gross rent (contract rent plus utility
cost).
General Description
Bedrooms
This is the number of bedrooms in the unit.
Bathrooms
This is the number of bathrooms in the unit.
Floor Area
This is the unit’s floor area in square feet.
Year of Construction
This is the year in which the unit was constructed.
Util. Allow. Profile
This drop-down selection box enables you to specify the unit’s utility allowance profile. The available
options are those which are set up on the Allowance Profile tab of the Utility Setup sub-screen.
Unit Type
This drop-down selection box enables you to specify the unit’s type. The available options are the unit
types recognized by HUD’s PIC system.
Structure Type
This drop-down selection box enables you to specify the structure type of the building in which the unit
is located. The available options are the structure
types recognized by HUD’s PIC system.
Handicapped Accessible
If the unit is accessible to handicapped individuals,
check this box.
Info. Source
This drop-down selection box enables you to specify the source from which your agency gathered the
unit’s information. The available options are those
which are set up on the Information Sources tab of
the Setup screen of the WinTen Rent Reasonableness module.
Hint: Information Sources
For more information on setting up information sources,
please refer to the WinTen Rent Reasonableness manual.
Last Updated
This is the date on which the unit’s record was last
updated. You cannot edit this field; the program
fills it in automatically every time you save changes
to the record.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.29
Amenities Tab
The Amenities tab enables you to specify which
amenities are present in the selected unit. This top
area of the tab contains the unit’s identifying information, which you can only edit on the General tab.
The main area of the tab contains a set of 28 check
boxes. Each check box corresponds to a standard
or user-defined (defined on the Amenities tab of the
Setup screen of the WinTen Rent Reasonableness
module) amenity. Use the standard WinTen controls to edit the data on this tab, checking the box
next to each amenity that is present in the selected
unit, and to save or cancel your changes.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.30
Utilities Tab
The Utilities tab enables you to specify which utilities are present in the selected unit. The top area
of the tab contains the unit’s identifying information,
which you can only edit on the General tab. The
main area of the tab contains a set of 30 check boxes. Each check box corresponds to a standard or
user-defined (defined on the Utility Type tab of the
Utility Setup sub-screen) utility. Use the standard
WinTen controls to edit the data on this tab, checking the box next to each utility that is present in the
selected unit, and to save or cancel your changes.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.31
Notes Tab
The Notes tab enables you to enter free-form
text notes on the selected unit. The top area of
the tab contains the unit’s identifying information,
which you can only edit on the General tab. The
main area of the tab contains the text editing area
for your notes. Edit the data on this tab and save
or cancel your changes with the standard WinTen
controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.32
Utility Allowance Setup Sub-Screen
If you select the Utility Allowances option from the
Other Functions menu on the Default Settings tab,
and the Utility Allowance Calculation radio button
is selected, the Utility Allowance Setup sub-screen
opens. This sub-screen enables you to configure
a list of utilities, a list of utility companies, and utility allowance tables. This sub-screen has three
tabs: Utility Type, Utility Company, and Allowance
Profile. It always opens on the Utility Type tab, as
shown below.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.33
Utility Type Tab
This tab enables you to define the types of utilities
that are available in units. This is used for three
purposes: comparing the utilities available in different units, determining the utility allowance for
a unit, and printing Form HUD-52667 (Allowances
for Tenant-Furnished Utilities and Other Services).
The top portion of the tab contains a table of utility
types. The bottom area contains the editable data
field for the currently selected utility type.
Use the standard WinTen controls to edit the descriptions of the utility types and to save or cancel
your changes.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.34
Utility Company Tab
The Utility Company tab enables you to create
and maintain a list of utility company profiles. This
should include every utility company that provides
any unit in your database (subsidized or not) with
one or more utilities. By maintaining a complete list
of utility providers, you can track each one’s rates
for each service it provides.
The Utility Company tab has two sub-tabs: General
and Utilities Provided. It always opens on the General sub-tab, as shown below.
Use the standard WinTen controls to edit the data
on this tab, save or cancel your changes, and add
or delete records.
General Sub-Tab
The General Sub-Tab enables you to edit the list of
utility company profiles. The top portion of the tab
contains a table of all utility companies in the list.
The bottom portion of the tab contains the detailed
information for the selected company.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.35
General Sub-Tab Controls
Change Utility Code Button
Clicking this button opens the Change Utility Company Code dialog box. This dialog box enables you
to edit the selected utility code. When you change
a utility code, the program updates its databases,
changing that utility code to its new value in every
unit record associated with that utility code.
General Sub-Tab Data Fields
Utility Company Code
This is a short (three-character) unique code that
identifies this utility company in Rent Reasonableness’ databases. To edit this field, you must use
the Change Utility Code button.
Name
This is the name of the utility company.
Care Of
This is the name of the person who is your agency’s
primary point of contact with the company.
Street Address
This is the company’s street address.
City, State, Zip
This is the company’s city, state, and zip code.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.36
Utilities Provided Sub-Tab
The Utilities Provided sub-tab contains detailed information on the utilities provided by a selected utility company. The top portion of the tab contains a
table of all utilities that the company provides. The
bottom portion of the tab contains the utility allowance table for the currently selected utility.
When you first enter this sub-tab, the information
displayed is that which applies to the utility company that was selected on the General sub-tab.
Change the selected utility company by using the
standard Previous and Next buttons. Use the standard WinTen controls to edit the data on this tab,
save or cancel your changes, and add or delete
records.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.37
Utilities Provided Sub-Tab Data Fields
Utility Company
These two fields show the utility company code and
name of the currently selected company. They are
not editable from this tab - you must edit this identifying information from the General tab.
Utility Type
This drop-down selection box enables you to
specify the type of utility for the current allowance
table. The options for this field are set up on the
Utility Type page.
Bedrooms/Monthly Dollar Allowance
This table contains the monthly dollar allowances
for the selected utility type for units with zero
through six bedrooms.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.38
Allowance Profile Tab
The Allowance Profile tab enables you to create
and maintain utility allowance profiles. A utility
allowance profile is a table for a specific location
(neighborhood, utility service area) that contains
information on the cost of every utility available to
units in that area.
The Allowance Profile tab has two sub-tabs: General and Allowance Amounts. It always opens on
the General sub-tab, as shown below.
Use the standard WinTen controls to edit the data
on this tab, save or cancel your changes, and add
or delete records.
General Sub-Tab
The General Sub-Tab enables you to edit the list
of allowance profiles. The top portion of the tab
contains a table of all allowances in the list. The
bottom portion of the tab contains the detailed information for the selected allowance.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.39
General Sub-Tab Controls
Change Allowance Profile Code Button
Clicking this button opens the Change Allowance
Profile Code dialog box. This dialog box enables
you to edit the selected allowance profile code.
When you change an allowance profile code, the
program updates its databases, changing that allowance profile code to its new value in every unit
record associated with it.
General Sub-Tab Data Fields
Allowance Profile Code
This is a short (six-character) unique code that
identifies this allowance profile in the WinTen databases. To edit this field, you must use the Change
Allowance Profile Code button.
Description
This is the long (60-character) description of the
selected allowance profile.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.40
Allowance Amounts Sub-Tab
The Allowance Amounts sub-tab contains detailed
information on the individual utility allowances of a
selected allowance profile. The top portion of the
tab contains a table of all utilities that can be in the
allowance (one entry for each utility set up on the
Utility Type tab). The bottom portion of the tab
contains the utility allowance table for the currently
selected utility.
When you first enter this sub-tab, the information
displayed is that which applies to the allowance
profile that was selected on the General sub-tab.
Change the selected allowance profile by using
the standard Previous and Next buttons. Use the
standard WinTen controls to edit the data on this
tab and save or cancel your changes.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.41
Allowance Amounts Sub-Tab Data Fields
Allowance Profile
These two fields show the allowance profile code
and description of the currently selected allowance
profile. They are not editable from this tab - you
must edit this identifying information from the General tab.
Utility Type
This is the utility type that is currently selected in
the table of utility types.
Utility Company
This drop-down selection box enables you to select
any company that is set up on the Utility Company
tab as a provider of the selected utility type. You
can also select a “User Defined Amounts” option.
If you select a company, the program fills in the allowance table for the selected utility with the allowance amounts that are set up on the Utility Company tab. If you select “User Defined Amounts,”
you can edit the allowance table.
Bedrooms/Monthly Dollar Allowance
This table contains the monthly dollar allowances
for the selected utility type for units with zero
through six bedrooms. If the Utility Company dropdown selection box is set to a utility company, these
fields are not editable. If it is set to “User Defined
Amounts,” it is editable.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.42
Multiple Utility Allowances Sub-Screen
If you select the Utility Allowances option from the
Other Functions menu on the Default Settings tab,
and the Multiple Utility Allowances radio button is
selected, the Multiple Utility Allowances sub-screen
opens. This sub-screen enables you to configure
multiple utility allowance tables. This sub-screen
has two tabs: Multi Allow Setup and Multi Allow
Amendment. It always opens on the Multi Allow
Setup tab, as shown below.
Multi Allow Setup Tab
This tab enables you to create utility allowances for
different units, based on such factors as location,
bedroom size, occupancy level, and time of year.
This enables you to change a unit’s utility allowance each month to reflect these factors.
The left side of this tab contains a table of all of the
multi-allowance tables you have created. The right
side of the tab shows the details of the currently
selected multi-allowance table. Use the standard
WinTen controls to add, delete, or edit multi-allowance tables.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.43
Multi Allow Setup Tab Data Fields
Multi-Allowance Table Code
This is the unique identifying code for the currently
selected utility allowance. This field may contain
up to six characters.
Description
This is a 30-character description for the currently
selected multi-allowance table.
Allowance
This is the base allowance (entered as a dollar
amount) for the given month. To obtain the actual
allowance for the month, multiply this number by
the corresponding rate.
Rate
This is the adjustment rate (entered as a decimal)
for the given month. To obtain the actual allowance
for the month, multiply this number by the corresponding allowance.
Hint: Multi-Allowance Table Codes
Many agencies produce different multi-allowance tables
for units of different sizes and occupancies. We suggest
a multi-allowance table code system that reflects this. For
example, B1P1 might indicate the multi-allowance table for
a one-bedroom unit with one person living in it, while B2P3
would be a two-bedroom unit with three occupants.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.44
Multi Allow Amendment Tab
This tab enables you to format the Multi-Allowance
Amendment for the Rent Calculation Worksheet.
This amendment will print whenever you print a
Rent Calculation Worksheet to inform a tenant of
the changes in his rent due to the changes in his
utility allowance from month to month.
This tab is simply a text entry area. You may edit
it as you see fit. There is no limit on the amount of
text you can enter here. Use the standard WinTen
controls to enter edit mode, save your changes, or
cancel your changes.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.45
FMR/Payment Standard Setup Sub-Screen
If you select the FMR/Payment Standard Setup option from the Other Functions menu on the Default
Settings tab, the FMR/Payment Standard Setup
sub-screen opens. This sub-screen enables you
to enter the FMR tables that apply to your agency.
HUD publishes these tables annually in the Federal
Register.
The top portion of this sub-screen contains a table
which lists every FMR table that is currently set up
in the program. The bottom portion of the subscreen contains the detailed information on the
currently selected FMR table. Use the standard
WinTen controls to edit the data on this tab, save or
cancel your changes, and add or delete records.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.46
FMR/Payment Standard Setup Sub-Screen
Controls
Change FMR Table Code Button
Clicking this button opens the Change FMR Table
Code dialog box. This dialog box enables you
to edit the selected FMR table code. When you
change an FMR table code, the program updates
its databases, changing that FMR table code to its
new value in every unit record associated with it.
FMR/Payment Standard Setup Screen Data
Fields
FMR Table Code
This is a short (three-character) unique code that
identifies this FMR table in Rent Reasonableness’
databases. To edit this field, you must use the
Change FMR Table Code button.
Description
This is a brief (30-character) description of the
FMR table.
Hint: Multiple FMR Tables
You may enter multiple FMR tables with the same FMR
table code but different effective and expiration dates. The
program will automatically select the correct FMR value
based on the effective dates and the bedroom size.
Effective
This is the FMR table’s effective date, as given in
the Federal Register.
Expiration
This is the FMR table’s expiration date, as given in
the Federal Register.
Bedrooms/FMR
This table contains the fair market rents for this
table for units with zero through six bedrooms. The
last line of the table contains the percentage increase per extra bedroom for units with more than
six bedrooms.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.47
Maintain Management Codes Sub-Screen
Management codes are user-defined codes for
sorting and filtering tenant records. You can attach
a single management code to any applicant record.
This enables you to sort applicant records by management code, and to filter reports so they only
show tenants with a selected management code.
Edit the data on this sub-screen and save or cancel
your changes with the standard WinTen controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.48
Maintain Management Codes Sub-Screen
Controls
Change Management Code Button
This button opens the Change Management Code
dialog box. This dialog box enables you to edit
the selected management code’s unique identifier. When you change a management code, the
program updates its databases, changing that
management code to its new value in every tenant
record that has that code.
Management Code Tab Data Fields
Management Code
This is the unique identifier of the selected management code (up to 10 characters).
Description
This is a brief (40-character) description of the selected management code.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.49
Maintain Caseworkers Sub-Screen
The Maintain Caseworkers sub-screen allows you
to add, edit, and delete caseworker records. Caseworker records allow you to associate a specific
caseworker with each application in Applicant List’s
database. The top portion of this sub-screen contains a table of all caseworkers who are currently
in the database, while the bottom portion of the
sub-screen contains the detailed information for
the currently selected caseworker.
Edit the data on this sub-screen and save or cancel
your changes with the standard WinTen controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.50
Maintain Caseworkers Sub-Screen Controls
Change Caseworker Code Button
This button opens the Change Caseworker Code
dialog box. This dialog box allows you to edit
the selected waiting list’s unique identifying code.
When you change a caseworker code, the program
updates its databases, changing that waiting list
code to its new value in every record associated
with that code.
Maintain Caseworkers Sub-Screen Data
Fields
Caseworker Code
This is the caseworker’s unique identifying code. It
can be up to 10 characters long. You cannot edit
this field normally; to change it, click the Change
Caseworker Code button.
First & Last Name
These fields are the caseworker’s first and last
name.
Work Phone
This is the caseworker’s work phone number.
Mobile Phone
This is the caseworker’s cellular phone number.
Pager Phone
This is the caseworker’s pager number.
Home Phone
This is the caseworker’s home phone number.
E-mail Address
This is the caseworker’s e-mail address.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.51
Maintain Income Limit Tables Sub-Screen
The Maintain Income Limit Tables sub-screen
allows you to add, edit, and delete income limit
tables. Applicant List associates a specific income
limit table with each waiting list in its database. The
top portion of this sub-screen contains a table of
all income limit tables that are currently in the database, while the bottom portion of the sub-screen
contains the detailed information for the currently
selected income limit table.
Edit the data on this tab and save or cancel your
changes with the standard WinTen controls.
Hint: Income Limit Data
HUD makes its income limit table values available through
the Federal Register. You can also find income limit table
data for the current year online at the following Web address:
http://www.huduser.org/datasets/il/fmr01/index.html
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.52
Maintain Income Limit Tables Sub-Screen
Controls
Change Income Limit Table Code Button
This button opens the Change Income Limit Table
Code dialog box. This dialog box allows you to edit
the selected income limit table’s unique identifying code. When you change an income limit table
code, the program updates its databases, changing that waiting list code to its new value in every
record associated with that code.
Maintain Income Limit Tables Sub-Screen
Data Fields
Income Limit Table Code
This is the income limit table’s unique identifying
code (up to 3 characters). You cannot edit this field
normally; to change it, click the Change Income
Limit Table Code button.
Income Limit Table Description
This is a short (40-character) description of the
income limit table.
Effective Date
This is the date on which the income limit table became effective or will become effective.
Expiration Date
This is the date on which the income limit table expired or will expire.
Income Limits
The income limit table has 24 data fields. Each
of these fields corresponds to an income level
(extremely low, very low, or low) and a number of
household members. Each of these fields should
contain the value indicated by HUD’s income limit
tables.
Percent Per Family Member Over 8
This is the percentage by which an income limit
should increase for every family member past 8 in
a household.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.53
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Setup • Page 3.54
TENANT ACTIONS
Most of your work with Occupancy and Rent Calculation will involve maintaining tenant records. The
functions that enable you to work with this data are
grouped together in the Tenant Actions area of the
program. To reach this area, click the Tenant button or press <T> at the Main Menu.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.1
TENANT SEARCH SCREEN
The first screen that appears when you enter the
Tenant Actions area is the Tenant Search screen.
This screen displays a table of all of the tenants
in the Occupancy and Rent Calculation database.
From this screen, you can add or move in a new
tenant or review and edit the data for an existing
tenant record.
The two large buttons at the top of the screen, Current and History, enable you to select which tenant
database you will work with. Current tenants are
those who are currently living in units within your
agency’s jurisdiction. The History database contains those tenants who are no longer under your
agency’s jurisdiction.
Once you have chosen which database you want
to use, you can either add a new tenant record or
review and edit an existing one.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.2
Tenant Search Screen Controls
Current and History Buttons
This pair of buttons enables you to select the tenant database with which you wish to work. Current
tenants are those who are currently living in units
within your agency’s jurisdiction. The History database contains those tenants who are no longer
under your agency’s jurisdiction.
Hint: History Database
The History database contains previous certification records for both current tenants and tenants who are no
longer in your jurisdiction (moved out).
Search By...
This set of radio buttons determines the order
in which the tenant records are displayed in the
table.
Search For
This data field enables you to search for a specific
tenant record. Enter the target of your search in
this data field and click the Go button. The program searches whichever set of fields you have
selected with the Search By radio buttons and
highlights the first record in the table that matches
your search target.
Add/Move In Button
Click this button to add or move in a new tenant.
This process is described in more detail on the following pages.
Edit/Review Button
Click this button to review and/or edit the currently
selected tenant. This opens the Tenant Detail
screen on that tenant’s record.
Locate Button
Click this button to start the Find Household Member wizard. This wizard manages the processes of
a detailed search of every household in the current
data area to find any household member – not just
a head of household. For more information on this
wizard, see the Occupancy and Rent Calculation
Task Wizards chapter of this manual.
Adding/Moving In a Tenant
To add a new tenant (or to move in a tenant who
has a record in the Tenmast Applicant List program), click the Add/Move In button on the Tenant
Search screen.
The first screen you see will depend on whether
you are working in a Section 8 or Public Housing
tenant.
Adding/Moving in a Public Housing Tenant
If you are moving in a Public Housing tenant, the
Add a Tenant sub-screen, described on the following pages, opens.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.3
Adding/Moving In a Section 8 Tenant
If you are working in a Section 8 data area and your
default tenant type is set to Section 8 in Setup, the
Browse Housing Units sub-screen, shown below,
opens. This sub-screen contains a table of every
vacant unassisted unit in the Rent Reasonableness program’s database. Select a unit from this
list, or click the Add Unit button to enter the data for
a new unit. If you select a unit from the list, its data
will automatically be included on the Add a Tenant
sub-screen.
Once you select an existing unit or choose to add a
new unit, the Add a Tenant sub-screen opens.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.4
ADD A TENANT SUB-SCREEN
The Add a Tenant Sub-Screen enables you to add
a new tenant record to the database. This subscreen has two sub-tabs: Tenant Detail and Rent
Calculation. It always opens on the Tenant Detail
sub-tab.
Tenant Detail Sub-Tab
The Tenant Detail sub-tab contains general tenant information. Some fields on this screen may
change depending on the setting of the Tenant
Type drop-down selection box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.5
Tenant Detail Sub-Tab Controls
Mailing Address Button
The Mailing Address button opens the Review/Edit
Mailing Address dialog box. This dialog box contains a set of data fields for the tenant’s mailing address, if this differs from his physical address. Use
the standard WinTen controls to edit the data on
this dialog box and save or cancel your changes.
Phone Numbers Button
The Mailing Address button opens the Review/
Edit Phone Numbers dialog box. This dialog box
contains a set of data fields for additional phone
numbers for the tenant. Use the standard WinTen
controls to edit the data on this dialog box and save
or cancel your changes.
Landlord Info Button
The Landlord Info button opens the Owner/Landlord
Information dialog box. This dialog box contains a
set of data fields for detailed information on the
tenant’s landlord/property manager and unit owner.
You cannot edit this data – it is drawn directly from
the Section 8 Tenant and Landlord program.
To change the tenant’s landlord, click the Get
Landlord button. This opens the Select a Landlord
dialog box. Select a landlord and click the OK button.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.6
Tenant Detail Sub-Tab Data Fields
Common Data Fields
These data fields are always present, regardless of
the Tenant Type selected.
SSN
This is the tenant’s Social Security number.
First, MI, Last Name
These three fields are the tenant’s first name,
middle initial, and last name.
Head Birthday
This is the tenant’s date of birth.
Unit #
This is a unique identifier for the unit. This number
should correspond to the master unit number of
the tenant’s unit in Tenant Accounts Receivable or
Section 8 Tenant and Landlord.
Account #
This is the tenant’s account number with your
agency.
Street
This is the tenant’s street address.
City, State, Zip
These three fields are the tenant’s city, state, and
zip code.
Phone
This is the tenant’s primary (home) phone number.
Management Code
This drop-down selection box enables you to select
the tenant’s management code.
Caseworker
This drop-down selection box enables you to specify the caseworker to whom this tenant is assigned.
Tenant Type
This drop-down selection box enables you to select
the tenant’s program type.
Project #
This drop-down selection box enables you to select
the tenant’s project number.
Bedrooms
This drop-down selection box enables you to specify the tenant’s unit size.
Effective Date
This is the effective date of the change or move-in
you are performing.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.7
Trans Code
This is the trans(action) code (for PIC or TRACS
reporting) that best describes the change or movein you are performing.
Action
This is the action code that best describes the
change or move-in you are performing.
Application Date
This is the date on which the tenant applied to your
agency for subsidized housing.
Admission Date
This is the date on which the tenant was admitted
to your agency’s subsidized housing program.
Exam Date
This is the date of the examination associated with
the change or move-in you are performing.
Last Insp. Date
This is the date on which the tenant’s unit underwent its last inspection.
Last Passed Date
This is the date of the last inspection that the tenant’s unit passed.
Next Exam Date
This is the date on which the tenant’s next re-examination is scheduled.
Next Exam Time
This is the time at which the tenant’s next re-examination is scheduled.
FSS Participant
If the tenant is an FSS participant, check this box.
WtW Participant
If the tenant is a WtW participant, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.8
Public Housing Tenant Data Fields
If the tenant is Type P (Public Housing), the following data fields are available on the Tenant Detail
sub-tab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Entrance #
This is the unit’s entrance number as designated
in the Master Unit database. You cannot edit this
field.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.9
Section 8 Certificate Tenant Data Fields
If the tenant is Type S (Section 8 Certificate), the
following data fields are available on the Tenant
Detail sub-tab.
Certificate Size
This is the unit size for which the tenant’s certificate
qualifies him.
HAP Contract
This is the tenant’s HAP contract number.
Landlord
This is the name and Social Security number of the
tenant’s landlord or property manager. You cannot
edit this field. To change the tenant’s landlord, click
the LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Owner
This is the name of the owner of the tenant’s unit.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
SSN
This is the Social Security number of the owner
of the tenant’s unit. You cannot edit this field. To
change the tenant’s landlord information, click the
LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Phone
This is the phone number of the tenant’s landlord.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.10
Section 8 Voucher Tenant Data Fields
If the tenant is Type V (Section 8 Voucher), the following data fields are available on the Tenant Detail
sub-tab.
Voucher #
This is the tenant’s voucher number.
Voucher Size
This is the unit size for which the tenant’s voucher
is written.
HAP Contract
This is the tenant’s HAP contract number.
Landlord
This is the name and Social Security number of the
tenant’s landlord or property manager. You cannot
edit this field. To change the tenant’s landlord, click
the LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Owner
This is the name of the owner of the tenant’s unit.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
SSN
This is the Social Security number of the owner
of the tenant’s unit. You cannot edit this field. To
change the tenant’s landlord information, click the
LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Phone
This is the phone number of the tenant’s landlord.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.11
Housing Choice Voucher Tenant Data Fields
If the tenant is Type H (Housing Choice Voucher),
the following data fields are available on the Tenant
Detail sub-tab.
Voucher #
This is the tenant’s voucher number.
Voucher Size
This is the unit size for which the tenant’s voucher
is written.
HAP Contract
This is the tenant’s HAP contract number.
Landlord
This is the name and Social Security number of the
tenant’s landlord or property manager. You cannot
edit this field. To change the tenant’s landlord, click
the LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Owner
This is the name of the owner of the tenant’s unit.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
SSN
This is the Social Security number of the owner
of the tenant’s unit. You cannot edit this field. To
change the tenant’s landlord information, click the
LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Phone
This is the phone number of the tenant’s landlord.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.12
Section 8 Mod Rehab Tenant Data Fields
If the tenant is Type R (Section 8 Mod Rehab), the
following data fields are available on the Tenant
Detail sub-tab.
HAP Contract
This is the tenant’s HAP contract number.
SSN
This is the Social Security number of the owner
of the tenant’s unit. You cannot edit this field. To
change the tenant’s landlord information, click the
LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Landlord
This is the name and Social Security number of the
tenant’s landlord or property manager. You cannot
edit this field. To change the tenant’s landlord, click
the LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Phone
This is the phone number of the tenant’s landlord.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
Voucher Size
This is the unit size for which the tenant’s voucher
is written.
Owner
This is the name of the owner of the tenant’s unit.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.13
Indian Housing Tenant Data Fields
If the tenant is Type I (Indian Housing), the following data fields are available on the Tenant Detail
sub-tab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Entrance #
This is the unit’s entrance number as designated
in the Master Unit database. You cannot edit this
field.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.14
Section 236 Tenant Data Fields
If the tenant is Type 2 (Section 236), the following
data fields are available on the Tenant Detail subtab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
Action B
This drop-down selection box enables you to
specify the secondary action code for the move-in
or change you are processing. This is required for
TRACS reporting.
Signed Date
This is the date on which the tenant signed his current housing agreement.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.15
New Construction Tenant Data Fields
If the tenant is Type N (New Construction), the following data fields are available on the Tenant Detail
sub-tab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Action B
This drop-down selection box enables you to
specify the secondary action code for the move-in
or change you are processing. This is required for
TRACS reporting.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
Signed Date
This is the date on which the tenant signed his current housing agreement.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.16
Section 202 Tenant Data Fields
If the tenant is Type 0 (Section 202), the following
data fields are available on the Tenant Detail subtab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
Action B
This drop-down selection box enables you to
specify the secondary action code for the move-in
or change you are processing. This is required for
TRACS reporting.
Signed Date
This is the date on which the tenant signed his current housing agreement.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.17
Section 811 Tenant Data Fields
If the tenant is Type 8 (Section 811), the following
data fields are available on the Tenant Detail subtab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
Action B
This drop-down selection box enables you to
specify the secondary action code for the move-in
or change you are processing. This is required for
TRACS reporting.
Signed Date
This is the date on which the tenant signed his current housing agreement.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.18
Section 221d BMIR Tenant Data Fields
If the tenant is Type B (Section 221d BMIR), the
following data fields are available on the Tenant
Detail sub-tab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
Action B
This drop-down selection box enables you to
specify the secondary action code for the move-in
or change you are processing. This is required for
TRACS reporting.
Signed Date
This is the date on which the tenant signed his current housing agreement.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.19
Rural Development Tenant Data Fields
If the tenant is Type F (Rural Development), the following data fields are available on the Tenant Detail
sub-tab.
Building
If you are working in a data area whose data is submitted to PIC, the program automatically fills in this
field – the unique identifier of the building in which
the unit is located – from the Master Unit database.
If you are working in a data area whose data is submitted to TRACS or MTFS, leave this field blank.
Family Requested Accessibility Features
If the household has requested a unit with accessibility features, check this box.
Received Accessibility Features
Use this drop-down selection box to specify the
extent to which the household has received any
requested accessibility features in its unit.
Borrower ID
This is your agency’s MTFS Borrower ID number.
Action B
This drop-down selection box enables you to
specify the secondary action code for the move-in
or change you are processing. This is required for
TRACS reporting.
Signed Date
This is the date on which the tenant signed his current housing agreement.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.20
Managed Projects Tenant Data Fields
If the tenant is Type M (Managed Projects), the following data fields are available on the Tenant Detail
sub-tab.
Landlord
This is the name and Social Security number of the
tenant’s landlord or property manager. You cannot
edit this field. To change the tenant’s landlord, click
the LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Phone
This is the phone number of the tenant’s landlord.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
Owner
This is the name of the owner of the tenant’s unit.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
SSN
This is the Social Security number of the owner
of the tenant’s unit. You cannot edit this field. To
change the tenant’s landlord information, click the
LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.21
Homeownership Tenant Data Fields
If the tenant is Type W (Homeownership), the following data fields are available on the Tenant Detail
sub-tab.
Voucher #
This is the tenant’s voucher number.
Landlord
This is the name and Social Security number of the
tenant’s landlord or property manager. You cannot
edit this field. To change the tenant’s landlord, click
the LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Owner
This is the name of the owner of the tenant’s unit.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
SSN
This is the Social Security number of the owner
of the tenant’s unit. You cannot edit this field. To
change the tenant’s landlord information, click the
LL Info button and select a new landlord through
the Owner/Landlord Information dialog box.
Phone
This is the phone number of the tenant’s landlord.
You cannot edit this field. To change the tenant’s
landlord information, click the LL Info button and
select a new landlord through the Owner/Landlord
Information dialog box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.22
Rent Calculation Sub-Tab
The Rent Calculation sub-tab contains general tenant information. Some fields on this screen may
change depending on the setting of the Tenant
Type drop-down selection box on the Tenant Detail
sub-tab.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.23
Rent Calculation Sub-Tab Data Fields
Common Data Fields
These data fields are always present, regardless of
the Tenant Type selected.
Percent
This is the percentage of adjusted gross income
used for the rent calculation. Under most circumstances, this should be 30.00.
Subsidy
This drop-down selection box enables you to select
the appropriate subsidy code for the type of housing assistance the tenant is receiving.
Second Subsidy
If the tenant is receiving a subsidy of another type,
check this box.
Continuous S8
Check this box if the tenant was already receiving
some form of housing subsidy when he was enrolled in the current program.
Housing Assist
This drop-down selection box enables you to select
the appropriate code for this tenant’s housing assistance status.
Income Limit Table
This drop-down selection box enables you to select
the income limit table that applies to the tenant’s
household and unit.
Hint: Continuous S8
This is used to indicate that a tenant or household was
already receiving some form of housing subsidy prior to
entering the program in which they are currently enrolled,
and they continued to receive housing subsidies under their
new program with no un-subsidized transition period. For
example, a tenant who was formerly enrolled in a Public
Housing program but moved to Section 8 Homeownership
would be considered a continuous Section 8 tenant.
Low Limit
This is this tenant’s low income limit.
Very Low Limit
This is this tenant’s very low income limit.
Extremely Low Limit
This is this tenant’s extremely low income limit.
Current Income Level
This is the tenant’s current income level: “L” for
low, “V” for very low, or “E” for extremely low. You
cannot edit this field – the program automatically
calculates this value.
Hint: Limit Fields
If you move a tenant in from the Applicant List program, the
Low Limit, Very Low Limit, and Extremely Low Limit fields
will be filled in from that program’s data. If you use the
Income Limit Table drop-down selection box to select an
income limit table, the program fills in these fields based on
that selection.
Previous Level
This is the tenant’s previous income level, if it is different from the current one.
Welfare Rent
This is the tenant’s welfare rent, if applicable.
Security Deposit
This is the tenant’s security deposit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.24
Earning Dep/Handicap Expense
This is the amount of income earned as a result
of expenditures made by the tenant to overcome a
handicap or disability.
TTP
Total Tenant Payment (TTP) is the amount that a
household is responsible for paying to rent a unit.
However, this is not necessarily the amount that
the household actually pays. Some tenant types,
like Section 8 Voucher tenants, use Total Family
Contribution for the actual rent amount. Utility allowances can also affect the final payment amount.
The program calculates this field; you cannot edit
it.
Hint: Handicap Expense Example
If a wheelchair-bound tenant spent $1000 to modify a van
so he could have transportation to and from a job, and now
makes $10,000/year more because of this job, this field
should contain “10000.”
Utility Allowance
This is the utility allowance for the unit. See the
Setup chapter of this manual for more information
on establishing utility allowances.
Tenant Rent
This is the actual amount the household is responsible for paying. This reflects the TTP plus any utility allowances. If this field is negative, the household is entitled to a utility reimbursement. The
program calculates this field; you cannot edit it.
Elderly Household
If the head of the household or the head’s spouse
is over 62, this box is checked. You cannot edit this
field; the program automatically calculates it.
Minimum Rent Exempt
Check this box if the tenant is exempt from the required minimum rent due to hardship.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.25
Public Housing Tenant Data Fields
If the tenant is Type P (Public Housing), the following data fields are available on the Rent Calculation
sub-tab.
Repayment Agreement
Check this box if a retroactive rent repayment
agreement is set up for this tenant.
Monthly Repayment
If a retroactive repayment agreement is in place,
this is the monthly amount the tenant owes toward
that debt.
Ceiling Rent
This is the unit’s ceiling rent.
Indian Travel Cost
This is the Indian travel cost for this tenant.
Flat Rent
If your agency uses flat rents, this is the tenant’s
flat rent. If your agency does not use flat rents,
leave this field blank.
Flat Rent Chosen
If your agency uses flat rent regardless of any income based rent calculation, check this box.
Flat Rent Re-Exam Date
This is the date of the tenant’s next flat rent reexamination. This field is only available if the Flat
Rent Chosen check box is checked.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.26
Section 8 Certificate Tenant Data Fields
If the tenant is Type S (Section 8 Certificate), the
following data fields are available on the Rent Calculation sub-tab.
FMR Code
Use this drop-down selection box to specify the
tenant’s Fair Market Rent code.
FMR
This is the tenant’s Fair Market Rent.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Portable
If the tenant is a portability move-in from another
housing authority and your agency is currently billing that housing authority, check this box. If the
tenant is a portability move-in but your agency has
absorbed the lease, do not check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.27
Special Program
This drop-down selection box enables you to select
the tenant’s homeownership program participation,
or lack thereof.
Assistance Status
This drop-down selection box enables you to select
the tenant’s assistance status code.
Structure Type
This drop-down selection box enables you to specify the type of structure in which the unit is located.
Year Built
This is the year in which the structure was built.
Rental Rehab
If the unit is a Mod Rehab unit, check this box.
Self-Sufficiency
If the unit is self-sufficient, check this box.
NOTE: This is not the same as FSS self-sufficiency.
IGR
If the tenant lives in an Individual Group Residence,
check this box.
SRO
If the tenant lives in a Single Room Occupancy
unit, check this box.
Mobile Home Pad
If the tenant lives in a mobile home which he owns
but is leasing the space on which it is located,
check this box.
Mod Rehab
If this is a certificate tenant whose subsidy is paid
with Moderate Rehabilitation funding, check this
box.
Project-Based
If the tenant lives in a project-based certificate program unit, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.28
Section 8 Voucher Tenant Data Fields
If the tenant is Type V (Section 8 Voucher), the following data fields are available on the Rent Calculation sub-tab.
Payment Standard Code
Use this drop-down selection box to specify the
tenant’s payment standard code.
Payment Standard
This is the tenant’s payment standard.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Portable
If the tenant is a portability move-in from another
housing authority and your agency is currently billing that housing authority, check this box. If the
tenant is a portability move-in but your agency has
absorbed the lease, do not check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.29
Eliminate Shopping Incentive
If the shopping incentive should be eliminated for
this tenant, check this box.
NOTE: Effective December 20, 1998, the shopping incentive was eliminated for voucher tenants who enter the program after that date and
who are not taking possession of a new unit
(e.g. they remained in the same unit they occupied prior to the issuance of the voucher).
Special Program
This drop-down selection box enables you to select
the tenant’s homeownership program participation,
or lack thereof.
Assistance Status
This drop-down selection box enables you to select
the tenant’s assistance status code.
Structure Type
This drop-down selection box enables you to specify the type of structure in which the unit is located.
Year Built
This is the year in which the structure was built.
Rental Rehab
If the unit is a Mod Rehab unit, check this box.
Self-Sufficiency
If the unit is self-sufficient, check this box.
NOTE: This is not the same as FSS self-sufficiency.
IGR
If the tenant lives in an Individual Group Residence,
check this box.
SRO
If the tenant lives in a Single Room Occupancy
unit, check this box.
Mobile Home Pad
If the tenant lives in a mobile home which he owns
but is leasing the space on which it is located,
check this box.
Mod Rehab
If this is a certificate tenant whose subsidy is paid
with Moderate Rehabilitation funding, check this
box.
Project-Based
If the tenant lives in a project-based certificate program unit, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.30
Housing Choice Voucher Tenant Data Fields
If the tenant is Type H (Housing Choice Voucher),
the following data fields are available on the Rent
Calculation sub-tab.
Payment Standard Code
Use this drop-down selection box to specify the
tenant’s payment standard code.
Payment Standard
This is the tenant’s payment standard.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Enhanced Voucher Minimum Rent
This is the tenant’s minimum rent under the
enhanced voucher program. This field is only
available if the Enhanced Voucher check box is
checked.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.31
Portable
If the tenant is a portability move-in from another
housing authority and your agency is currently billing that housing authority, check this box. If the
tenant is a portability move-in but your agency has
absorbed the lease, do not check this box.
Enhanced Voucher
If the tenant has received an enhanced voucher,
check this box.
Special Program
This drop-down selection box enables you to select
the tenant’s homeownership program participation,
or lack thereof.
Assistance Status
This drop-down selection box enables you to select
the tenant’s assistance status code.
Structure Type
This drop-down selection box enables you to specify the type of structure in which the unit is located.
Year Built
This is the year in which the structure was built.
Rental Rehab
If the unit is a Mod Rehab unit, check this box.
Self-Sufficiency
If the unit is self-sufficient, check this box.
NOTE: This is not the same as FSS self-sufficiency.
IGR
If the tenant lives in an Individual Group Residence,
check this box.
SRO
If the tenant lives in a Single Room Occupancy
unit, check this box.
Mobile Home Pad
If the tenant lives in a mobile home which he owns
but is leasing the space on which it is located,
check this box.
Mod Rehab
If this is a certificate tenant whose subsidy is paid
with Moderate Rehabilitation funding, check this
box.
Project-Based
If the tenant lives in a project-based certificate program unit, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.32
Section 8 Mod Rehab Tenant Data Fields
If the tenant is Type R (Section 8 Mod Rehab), the
following data fields are available on the Rent Calculation sub-tab.
Base Rent
This is the tenant’s base rent.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
SRO for Homeless
If the tenant falls under the Single Room Occupancy for homeless classification, check this box.
SRO not Homeless
If the tenant falls under the Single Room Occupancy for not-homeless classification, check this box.
Debt Service
This is the amount of Rehabilitation Debt service
payments for this unit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.33
Special Program
This drop-down selection box enables you to select
the tenant’s homeownership program participation,
or lack thereof.
Assistance Status
This drop-down selection box enables you to select
the tenant’s assistance status code.
Structure Type
This drop-down selection box enables you to specify the type of structure in which the unit is located.
Year Built
This is the year in which the structure was built.
Rental Rehab
If the unit is a Mod Rehab unit, check this box.
Self-Sufficiency
If the unit is self-sufficient, check this box.
NOTE: This is not the same as FSS self-sufficiency.
IGR
If the tenant lives in an Individual Group Residence,
check this box.
SRO
If the tenant lives in a Single Room Occupancy
unit, check this box.
Mobile Home Pad
If the tenant lives in a mobile home which he owns
but is leasing the space on which it is located,
check this box.
Mod Rehab
If this is a certificate tenant whose subsidy is paid
with Moderate Rehabilitation funding, check this
box.
Project-Based
If the tenant lives in a project-based certificate program unit, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.34
Indian Housing Tenant Data Fields
If the tenant is Type I (Indian Housing), the following data fields are available on the Rent Calculation
sub-tab.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Ceiling Rent
This is the unit’s ceiling rent.
Flat Rent Re-Exam Date
This is the date of the tenant’s next flat rent reexamination. This field is only available if the Flat
Rent Chosen check box is checked.
Indian Travel Cost
This is the Indian travel cost for this tenant.
Flat Rent
If your agency uses flat rents, this is the tenant’s
flat rent. If your agency does not use flat rents,
leave this field blank.
Flat Rent Chosen
If your agency uses flat rent regardless of any income based rent calculation, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.35
Section 236 Tenant Data Fields
If the tenant is Type 2 (Section 236), the following
data fields are available on the Rent Calculation
sub-tab.
Base Rent
This is the tenant’s base rent.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Mobility Impaired
If a household member is mobility-impaired, check
this box.
Hearing Impaired
If a household member is hearing-impaired, check
this box.
Visually Impaired
If a household member is visually impaired, check
this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.36
Contract Number
This is the tenant’s contract number. This is the
contract number against which your Request for
HAP for this tenant will be billed.
FmHA Subsidy
This field indicates the type of FmHA subsidy that
the tenant receives. It should only be completed
for Rural Development tenants. The available
codes are:
0
1
3
4
5
6
7
No Deep Tenant Subsidy
Rental Assistance (RA)
Existing HUD Certificates
Other Public RA
Private RA
HUD Vouchers
Other types at basic rent
Worksheet
This is the one-letter code of the worksheet used
for calculating this tenant’s rent. Under most circumstances, this is worksheet E.
Change Code
This field is for any change codes that apply to this
tenant. These codes are used in conjunction with
the Request for Funds Report (Form HUD-52670)
for TRACS projects. If this is not a TRACS project,
leave this field blank.
Pre ‘81
If the tenant moved into the unit prior to 1981,
check this box.
Pref 59
This is the preference code used on the HUD Form
50059. This field is only used for TRACS tenants
who are new admissions. The available codes
are:
D Displaced
R Paying rent in excess of 50% of income
S
Substandard
Blank
No preference given
Sec. 8 on/after 1984
If the tenant began receiving Section 8 assistance
on or after October 4, 1984, check this box.
Date Code
Use one of the following codes to indicate when the
tenant was converted:
1
2
3
Before October 1, 1981
Between October 1, 1981 and September
9, 1984
After October 1,1984
Hint: Date Code and “Converted”
These terms are TRACS legalese. What the Date Code
field boils down to is “when did this tenant enter the unit?”
This dates back to the HURRA reforms in the late 1970s
and early 1980s. For all new tenants, the Date Code field
should be set to “3.”
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.37
Previous
This is the tenant’s previous housing type. The
available codes are:
1
2
3
4
Substandard Housing
Without or about to be without housing
Standard housing
Conventional public housing
Displaced
This is the reason that the tenant is displaced, if
applicable. The available codes are:
1
2
3
4
Government Displacement
Natural Disaster
Private Action
Not Displaced
Exception
This field is only used for new admissions. It reports any exceptions to low income qualification for
this admission. The field will usually be marked
“VL” because the tenant’s income was very low at
admission.
Income Code
This drop-down selection box enables you to select
the income code that applies to this tenant. These
codes are used in conjunction with the Request
for Funds Report (Form HUD-52670) for TRACS
projects. If this is not a TRACS project, leave this
field blank.
Hint: “Displaced”
This field is used to indicate the reason for the tenant’s
move into a Section 8 unit. Government Displacement is a
result of government action (e.g. demolition of the tenant’s
previous unit). Natural Disaster is a result of a natural
disaster (e.g. flood, fire, hurricane, tornado, plague of locusts, comet striking the Earth) that destroyed the tenant’s
previous unit. Private Action is a result of non-government
action that rendered the tenant’s previous unit unlivable.
Not Displaced is used when the tenant was previously
living in the same unit without rent assistance and then
entered Section 8 while remaining in that unit.
Police or Security Tenant
If a household member qualifies for special police
or security officer privileges under Section 8 regulations, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.38
New Construction Tenant Data Fields
If the tenant is Type N (New Construction), the following data fields are available on the Rent Calculation sub-tab.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Mobility Impaired
If a household member is mobility-impaired, check
this box.
Hearing Impaired
If a household member is hearing-impaired, check
this box.
Visually Impaired
If a household member is visually impaired, check
this box.
Contract Number
This is the tenant’s contract number. This is the
contract number against which your Request for
HAP for this tenant will be billed.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.39
FmHA Subsidy
This field indicates the type of FmHA subsidy that
the tenant receives. It should only be completed
for Rural Development tenants. The available
codes are:
0
1
3
4
5
6
7
No Deep Tenant Subsidy
Rental Assistance (RA)
Existing HUD Certificates
Other Public RA
Private RA
HUD Vouchers
Other types at basic rent
Worksheet
This is the one-letter code of the worksheet used
for calculating this tenant’s rent. Under most circumstances, this is worksheet E.
Change Code
This field is for any change codes that apply to this
tenant. These codes are used in conjunction with
the Request for Funds Report (Form HUD-52670)
for TRACS projects. If this is not a TRACS project,
leave this field blank.
Pre ‘81
If the tenant moved into the unit prior to 1981,
check this box.
Pref 59
This is the preference code used on the HUD Form
50059. This field is only used for TRACS tenants
who are new admissions. The available codes
are:
D Displaced
R Paying rent in excess of 50% of income
S
Substandard
Blank
No preference given
Sec. 8 on/after 1984
If the tenant began receiving Section 8 assistance
on or after October 4, 1984, check this box.
Date Code
Use one of the following codes to indicate when the
tenant was converted:
1
2
3
Before October 1, 1981
Between October 1, 1981 and September
9, 1984
After October 1,1984
Hint: Date Code and “Converted”
These terms are TRACS legalese. What the Date Code
field boils down to is “when did this tenant enter the unit?”
This dates back to the HURRA reforms in the late 1970s
and early 1980s. For all new tenants, the Date Code field
should be set to “3.”
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.40
Previous
This is the tenant’s previous housing type. The
available codes are:
1
2
3
4
Substandard Housing
Without or about to be without housing
Standard housing
Conventional public housing
Displaced
This is the reason that the tenant is displaced, if
applicable. The available codes are:
1
2
3
4
Government Displacement
Natural Disaster
Private Action
Not Displaced
Exception
This field is only used for new admissions. It reports any exceptions to low income qualification for
this admission. The field will usually be marked
“VL” because the tenant’s income was very low at
admission.
Hint: “Displaced”
This field is used to indicate the reason for the tenant’s
move into a Section 8 unit. Government Displacement is a
result of government action (e.g. demolition of the tenant’s
previous unit). Natural Disaster is a result of a natural
disaster (e.g. flood, fire, hurricane, tornado, plague of locusts, comet striking the Earth) that destroyed the tenant’s
previous unit. Private Action is a result of non-government
action that rendered the tenant’s previous unit unlivable.
Not Displaced is used when the tenant was previously
living in the same unit without rent assistance and then
entered Section 8 while remaining in that unit.
Income Code
This drop-down selection box enables you to select
the income code that applies to this tenant. These
codes are used in conjunction with the Request
for Funds Report (Form HUD-52670) for TRACS
projects. If this is not a TRACS project, leave this
field blank.
Police or Security Tenant
If a household member qualifies for special police
or security officer privileges under Section 8 regulations, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.41
Section 202 Tenant Data Fields
If the tenant is Type 0 (Section 202), the following
data fields are available on the Rent Calculation
sub-tab.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Mobility Impaired
If a household member is mobility-impaired, check
this box.
Hearing Impaired
If a household member is hearing-impaired, check
this box.
Visually Impaired
If a household member is visually impaired, check
this box.
Contract Number
This is the tenant’s contract number. This is the
contract number against which your Request for
HAP for this tenant will be billed.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.42
FmHA Subsidy
This field indicates the type of FmHA subsidy that
the tenant receives. It should only be completed
for Rural Development tenants. The available
codes are:
0
1
3
4
5
6
7
No Deep Tenant Subsidy
Rental Assistance (RA)
Existing HUD Certificates
Other Public RA
Private RA
HUD Vouchers
Other types at basic rent
Worksheet
This is the one-letter code of the worksheet used
for calculating this tenant’s rent. Under most circumstances, this is worksheet E.
Change Code
This field is for any change codes that apply to this
tenant. These codes are used in conjunction with
the Request for Funds Report (Form HUD-52670)
for TRACS projects. If this is not a TRACS project,
leave this field blank.
Pre ‘81
If the tenant moved into the unit prior to 1981,
check this box.
Pref 59
This is the preference code used on the HUD Form
50059. This field is only used for TRACS tenants
who are new admissions. The available codes
are:
D Displaced
R Paying rent in excess of 50% of income
S
Substandard
Blank
No preference given
Sec. 8 on/after 1984
If the tenant began receiving Section 8 assistance
on or after October 4, 1984, check this box.
Date Code
Use one of the following codes to indicate when the
tenant was converted:
1
2
3
Before October 1, 1981
Between October 1, 1981 and September
9, 1984
After October 1,1984
Hint: Date Code and “Converted”
These terms are TRACS legalese. What the Date Code
field boils down to is “when did this tenant enter the unit?”
This dates back to the HURRA reforms in the late 1970s
and early 1980s. For all new tenants, the Date Code field
should be set to “3.”
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.43
Previous
This is the tenant’s previous housing type. The
available codes are:
1
2
3
4
Substandard Housing
Without or about to be without housing
Standard housing
Conventional public housing
Displaced
This is the reason that the tenant is displaced, if
applicable. The available codes are:
1
2
3
4
Government Displacement
Natural Disaster
Private Action
Not Displaced
Exception
This field is only used for new admissions. It reports any exceptions to low income qualification for
this admission. The field will usually be marked
“VL” because the tenant’s income was very low at
admission.
Income Code
This drop-down selection box enables you to select
the income code that applies to this tenant. These
codes are used in conjunction with the Request
for Funds Report (Form HUD-52670) for TRACS
projects. If this is not a TRACS project, leave this
field blank.
Hint: “Displaced”
This field is used to indicate the reason for the tenant’s
move into a Section 8 unit. Government Displacement is a
result of government action (e.g. demolition of the tenant’s
previous unit). Natural Disaster is a result of a natural
disaster (e.g. flood, fire, hurricane, tornado, plague of locusts, comet striking the Earth) that destroyed the tenant’s
previous unit. Private Action is a result of non-government
action that rendered the tenant’s previous unit unlivable.
Not Displaced is used when the tenant was previously
living in the same unit without rent assistance and then
entered Section 8 while remaining in that unit.
Police or Security Tenant
If a household member qualifies for special police
or security officer privileges under Section 8 regulations, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.44
Section 811 Tenant Data Fields
If the tenant is Type 8 (Section 811), the following
data fields are available on the Rent Calculation
sub-tab.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Mobility Impaired
If a household member is mobility-impaired, check
this box.
Hearing Impaired
If a household member is hearing-impaired, check
this box.
Visually Impaired
If a household member is visually impaired, check
this box.
Contract Number
This is the tenant’s contract number. This is the
contract number against which your Request for
HAP for this tenant will be billed.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.45
FmHA Subsidy
This field indicates the type of FmHA subsidy that
the tenant receives. It should only be completed
for Rural Development tenants. The available
codes are:
0
1
3
4
5
6
7
No Deep Tenant Subsidy
Rental Assistance (RA)
Existing HUD Certificates
Other Public RA
Private RA
HUD Vouchers
Other types at basic rent
Worksheet
This is the one-letter code of the worksheet used
for calculating this tenant’s rent. Under most circumstances, this is worksheet E.
Change Code
This field is for any change codes that apply to this
tenant. These codes are used in conjunction with
the Request for Funds Report (Form HUD-52670)
for TRACS projects. If this is not a TRACS project,
leave this field blank.
Pre ‘81
If the tenant moved into the unit prior to 1981,
check this box.
Pref 59
This is the preference code used on the HUD Form
50059. This field is only used for TRACS tenants
who are new admissions. The available codes
are:
D Displaced
R Paying rent in excess of 50% of income
S
Substandard
Blank
No preference given
Sec. 8 on/after 1984
If the tenant began receiving Section 8 assistance
on or after October 4, 1984, check this box.
Date Code
Use one of the following codes to indicate when the
tenant was converted:
1
2
3
Before October 1, 1981
Between October 1, 1981 and September
9, 1984
After October 1,1984
Hint: Date Code and “Converted”
These terms are TRACS legalese. What the Date Code
field boils down to is “when did this tenant enter the unit?”
This dates back to the HURRA reforms in the late 1970s
and early 1980s. For all new tenants, the Date Code field
should be set to “3.”
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.46
Previous
This is the tenant’s previous housing type. The
available codes are:
1
2
3
4
Substandard Housing
Without or about to be without housing
Standard housing
Conventional public housing
Displaced
This is the reason that the tenant is displaced, if
applicable. The available codes are:
1
2
3
4
Government Displacement
Natural Disaster
Private Action
Not Displaced
Exception
This field is only used for new admissions. It reports any exceptions to low income qualification for
this admission. The field will usually be marked
“VL” because the tenant’s income was very low at
admission.
Hint: “Displaced”
This field is used to indicate the reason for the tenant’s
move into a Section 8 unit. Government Displacement is a
result of government action (e.g. demolition of the tenant’s
previous unit). Natural Disaster is a result of a natural
disaster (e.g. flood, fire, hurricane, tornado, plague of locusts, comet striking the Earth) that destroyed the tenant’s
previous unit. Private Action is a result of non-government
action that rendered the tenant’s previous unit unlivable.
Not Displaced is used when the tenant was previously
living in the same unit without rent assistance and then
entered Section 8 while remaining in that unit.
Income Code
This drop-down selection box enables you to select
the income code that applies to this tenant. These
codes are used in conjunction with the Request
for Funds Report (Form HUD-52670) for TRACS
projects. If this is not a TRACS project, leave this
field blank.
Police or Security Tenant
If a household member qualifies for special police
or security officer privileges under Section 8 regulations, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.47
Section 221d BMIR Tenant Data Fields
If the tenant is Type B (Section 221d BMIR), the
following data fields are available on the Rent Calculation sub-tab.
Base Rent
This is the tenant’s base rent.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Mobility Impaired
If a household member is mobility-impaired, check
this box.
Hearing Impaired
If a household member is hearing-impaired, check
this box.
Visually Impaired
If a household member is visually impaired, check
this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.48
Contract Number
This is the tenant’s contract number. This is the
contract number against which your Request for
HAP for this tenant will be billed.
FmHA Subsidy
This field indicates the type of FmHA subsidy that
the tenant receives. It should only be completed
for Rural Development tenants. The available
codes are:
0
1
3
4
5
6
7
No Deep Tenant Subsidy
Rental Assistance (RA)
Existing HUD Certificates
Other Public RA
Private RA
HUD Vouchers
Other types at basic rent
Worksheet
This is the one-letter code of the worksheet used
for calculating this tenant’s rent. Under most circumstances, this is worksheet E.
Change Code
This field is for any change codes that apply to this
tenant. These codes are used in conjunction with
the Request for Funds Report (Form HUD-52670)
for TRACS projects. If this is not a TRACS project,
leave this field blank.
Pre ‘81
If the tenant moved into the unit prior to 1981,
check this box.
Pref 59
This is the preference code used on the HUD Form
50059. This field is only used for TRACS tenants
who are new admissions. The available codes
are:
D Displaced
R Paying rent in excess of 50% of income
S
Substandard
Blank
No preference given
Sec. 8 on/after 1984
If the tenant began receiving Section 8 assistance
on or after October 4, 1984, check this box.
Date Code
Use one of the following codes to indicate when the
tenant was converted:
1
2
3
Before October 1, 1981
Between October 1, 1981 and September
9, 1984
After October 1,1984
Hint: Date Code and “Converted”
These terms are TRACS legalese. What the Date Code
field boils down to is “when did this tenant enter the unit?”
This dates back to the HURRA reforms in the late 1970s
and early 1980s. For all new tenants, the Date Code field
should be set to “3.”
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.49
Previous
This is the tenant’s previous housing type. The
available codes are:
1
2
3
4
Substandard Housing
Without or about to be without housing
Standard housing
Conventional public housing
Displaced
This is the reason that the tenant is displaced, if
applicable. The available codes are:
1
2
3
4
Government Displacement
Natural Disaster
Private Action
Not Displaced
Exception
This field is only used for new admissions. It reports any exceptions to low income qualification for
this admission. The field will usually be marked
“VL” because the tenant’s income was very low at
admission.
Income Code
This drop-down selection box enables you to select
the income code that applies to this tenant. These
codes are used in conjunction with the Request
for Funds Report (Form HUD-52670) for TRACS
projects. If this is not a TRACS project, leave this
field blank.
Hint: “Displaced”
This field is used to indicate the reason for the tenant’s
move into a Section 8 unit. Government Displacement is a
result of government action (e.g. demolition of the tenant’s
previous unit). Natural Disaster is a result of a natural
disaster (e.g. flood, fire, hurricane, tornado, plague of locusts, comet striking the Earth) that destroyed the tenant’s
previous unit. Private Action is a result of non-government
action that rendered the tenant’s previous unit unlivable.
Not Displaced is used when the tenant was previously
living in the same unit without rent assistance and then
entered Section 8 while remaining in that unit.
Police or Security Tenant
If a household member qualifies for special police
or security officer privileges under Section 8 regulations, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.50
Rural Development Tenant Data Fields
If the tenant is Type F (Rural Development), the
following data fields are available on the Rent Calculation sub-tab.
Note Rate
This is the tenant’s note rent.
Base Rent
This is the tenant’s base rent.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Mobility Impaired
If a household member is mobility-impaired, check
this box.
Hearing Impaired
If a household member is hearing-impaired, check
this box.
Visually Impaired
If a household member is visually impaired, check
this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.51
Contract Number
This is the tenant’s contract number. This is the
contract number against which your Request for
HAP for this tenant will be billed.
FmHA Subsidy
This field indicates the type of FmHA subsidy that
the tenant receives. It should only be completed
for Rural Development tenants. The available
codes are:
0
1
3
4
5
6
7
No Deep Tenant Subsidy
Rental Assistance (RA)
Existing HUD Certificates
Other Public RA
Private RA
HUD Vouchers
Other types at basic rent
Worksheet
This is the one-letter code of the worksheet used
for calculating this tenant’s rent. Under most circumstances, this is worksheet E.
Change Code
This field is for any change codes that apply to this
tenant. These codes are used in conjunction with
the Request for Funds Report (Form HUD-52670)
for TRACS projects. If this is not a TRACS project,
leave this field blank.
Pre ‘81
If the tenant moved into the unit prior to 1981,
check this box.
Pref 59
This is the preference code used on the HUD Form
50059. This field is only used for TRACS tenants
who are new admissions. The available codes
are:
D Displaced
R Paying rent in excess of 50% of income
S
Substandard
Blank
No preference given
Sec. 8 on/after 1984
If the tenant began receiving Section 8 assistance
on or after October 4, 1984, check this box.
Date Code
Use one of the following codes to indicate when the
tenant was converted:
1
2
3
Before October 1, 1981
Between October 1, 1981 and September
9, 1984
After October 1,1984
Hint: Date Code and “Converted”
These terms are TRACS legalese. What the Date Code
field boils down to is “when did this tenant enter the unit?”
This dates back to the HURRA reforms in the late 1970s
and early 1980s. For all new tenants, the Date Code field
should be set to “3.”
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.52
Previous
This is the tenant’s previous housing type. The
available codes are:
1
2
3
4
Substandard Housing
Without or about to be without housing
Standard housing
Conventional public housing
Displaced
This is the reason that the tenant is displaced, if
applicable. The available codes are:
1
2
3
4
Government Displacement
Natural Disaster
Private Action
Not Displaced
Exception
This field is only used for new admissions. It reports any exceptions to low income qualification for
this admission. The field will usually be marked
“VL” because the tenant’s income was very low at
admission.
Income Code
This drop-down selection box enables you to select
the income code that applies to this tenant. These
codes are used in conjunction with the Request
for Funds Report (Form HUD-52670) for TRACS
projects. If this is not a TRACS project, leave this
field blank.
Hint: “Displaced”
This field is used to indicate the reason for the tenant’s
move into a Section 8 unit. Government Displacement is a
result of government action (e.g. demolition of the tenant’s
previous unit). Natural Disaster is a result of a natural
disaster (e.g. flood, fire, hurricane, tornado, plague of locusts, comet striking the Earth) that destroyed the tenant’s
previous unit. Private Action is a result of non-government
action that rendered the tenant’s previous unit unlivable.
Not Displaced is used when the tenant was previously
living in the same unit without rent assistance and then
entered Section 8 while remaining in that unit.
Police or Security Tenant
If a household member qualifies for special police
or security officer privileges under Section 8 regulations, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.53
Managed Projects Tenant Data Fields
If the tenant is Type M (Managed Projects), the following data fields are available on the Rent Calculation sub-tab.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Maximum Rent 50% of Gross Income
If this managed project has a maximum rent that
is set at 50% of the tenant’s gross income, check
this box.
Minimum Rent
This is the minimum rent for this unit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.54
Tax Exempt Tenant Data Fields
If the tenant is Type E (Tax Exempt), the following
data field is available on the Rent Calculation subtab.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.55
State Project Tenant Data Fields
If the tenant is Type X (State Project), the following
data fields are available on the Rent Calculation
sub-tab.
Base Rent
This is the tenant’s base rent.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Elderly Program
If the tenant is participating in the state project’s
Elderly Program, check this box. The tenant’s rent
calculations will change to reflect this.
RAP Tenant
If the tenant is participating in a Rental Assistance
Program (RAP). The tenant’s rent calculations will
change to reflect this.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.56
Homeownership Tenant Data Fields
If the tenant is Type W (Homeownership), the following data fields are available on the Rent Calculation sub-tab.
Payment Standard Code
Use this drop-down selection box to specify the
tenant’s payment standard code.
Payment Standard
This is the tenant’s payment standard.
Contract Rent
This is the monthly contract rent as established by
the unit’s owner.
Portable
If the tenant is a portability move-in from another
housing authority and your agency is currently billing that housing authority, check this box. If the
tenant is a portability move-in but your agency has
absorbed the lease, do not check this box.
Repayment Agreement
Check this box if a retroactive rent repayment
agreement is set up for this tenant.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.57
Monthly Repayment
If a retroactive repayment agreement is in place,
this is the monthly amount the tenant owes toward
that debt.
Special Program
This drop-down selection box enables you to select
the tenant’s homeownership program participation,
or lack thereof.
Assistance Status
This drop-down selection box enables you to select
the tenant’s assistance status code.
Structure Type
This drop-down selection box enables you to specify the type of structure in which the unit is located.
Year Built
This is the year in which the structure was built.
Rental Rehab
If the unit is a Mod Rehab unit, check this box.
Self-Sufficiency
If the unit is self-sufficient, check this box.
NOTE: This is not the same as FSS self-sufficiency.
IGR
If the tenant lives in an Individual Group Residence,
check this box.
SRO
If the tenant lives in a Single Room Occupancy
unit, check this box.
Mobile Home Pad
If the tenant lives in a mobile home which he owns
but is leasing the space on which it is located,
check this box.
Mod Rehab
If this is a certificate tenant whose subsidy is paid
with Moderate Rehabilitation funding, check this
box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.58
TENANT DETAIL SCREEN
The Tenant Detail screen contains all of Occupancy and Rent Calculation’s data for one tenant. The
data is spread among nine tabs and several subscreens. The Main, Household, Income, Assets,
Expenses, References, eTrans, and Totals tabs are
available for all tenants. The TRACS Requests tab
is also available for TRACS tenants. The Tenant
Detail screen always opens on the Main tab.
Main Tab
The Main tab contains general information about
the tenant. It is divided into two sub-tabs: Tenant
Detail and Rent Calculations. This tab always
opens on the Tenant Detail sub-tab.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.59
Main Tab Controls
Reports Menu Button
The Reports Menu button opens the Tenant Reports dialog box.
Tenant Reports Dialog Box
The Tenant Reports dialog box enables you to print
part or all of Form HUD-50058/59 that are applicable for this tenant, as well as producing several
other reports. Check the boxes next to the report
or reports that you want to print. Then click the
Preview button to preview them or the Print button
to print them. These reports are described in detail
on the following pages.
Recalculate Button
Click the Recalculate button to recalculate the
tenant’s rent.
View Old Data Button
The View Previous Info button opens the Previous
Info dialog box.
Previous Info Dialog Box
The Previous Info dialog box displays basic data, if
any is available, from the tenant’s last certification.
You can edit this data using the standard WinTen
controls on the dialog box’s toolbar.
Previous Info Dialog Box Data Fields
Previous SSN
This is the previous Social Security number under
which this tenant’s data was filed. Under most circumstances, this field will be blank.
Unit Size
This is the size (number of bedrooms) of the last
unit in which the tenant lived before his current
unit.
First Exam Note
This is the date on which the tenant’s first exam
note was sent out.
Contract Rent
This is what the tenant’s contract rent was before
the last time this amount changed.
Rent Amount
This is the monthly rent payment the tenant was
paying before the last time his rent changed.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.60
Assistance Payment
This is the amount of the assistance payment
the tenant was receiving before the last time this
amount changed.
Utility Reimbursement
This is what the tenant’s utility reimbursement was
before the last time this amount changed.
Tenant’s Zip Code before admission
The is the zip code in which the tenant lived before
he was admitted to his current unit.
Very Low Income Limit
If the tenant was admitted to subsidized housing
despite being outside the very low income category (e.g. normal housing admission rules were
waived), check this box.
HUD-Approved Income Target Disregard
If the tenant was housed without regard to income
targeting requirements, check this box.
Homeless at Admission
If the tenant was homeless when admitted to his
current subsidized housing program, this box is
checked. You cannot edit this field.
Move to Another Area Button
This button enables you to move the tenant to another data area. When you click this button, the
Move to Another Area wizard starts. See the Task
Wizards chapter for details on this wizard, which
handles the process of transferring the tenant between data areas.
Create/Update Link Button
The Create/Update Link button creates a link record. This is a temporary record of the changes
you have made to the tenant’s record; it resides
in the F58LINK database. This database enables
the Section 8 Tenant and Landlord and Tenant Accounts Receivable programs to maintain accurate
records, changing their own databases as the
effective dates of rent changes arrive. For more
information on the F58LINK database and its functions, see the Link/eTrans Records chapter of this
manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.61
Edit Tenant SSN Button
The Edit Tenant SSN button enables you to edit the
tenant’s Social Security number.
CAUTION
Be very careful when using this function. Changing a
tenant’s Social Security number should only be performed
when a record correction is needed.
Unit Information Button
If the tenant is a Section 8 tenant, this button opens
the Maintain Unassisted Housing Units sub-screen
(described later in this chapter), which enables you
to edit the details of the tenant’s unit. Otherwise,
it opens the Unit Information dialog box, which enables you to edit the tenant’s unit address.
Transfer Tenant Address Button
This button starts the Unit Transfer wizard. This
wizard manages the processes of moving a tenant from one subsidized unit to another. For more
information on this wizard, see the Occupancy
and Rent Calculation Task Wizards chapter of this
manual.
Special Message Button
The Special Message button enables you to insert
a short special message into the tenant’s record.
This special message shows up highlighted in
bright yellow in the upper right corner of the Tenant
Detail sub-tab.
FSS/WtW Contract Info Button
The FSS/WtW Contract Info button is only visible if
the currently selected tenant is marked as an FSS
and/or WtW participant. This button opens the
FSS/WtW Contract Information Sub-Screen.
Correction Information Button
The Correction Information button is only available
for TRACS tenants. It opens the Correction Information dialog box. This dialog box enables you to
specify the reason for (owner/agent error, tenant
misreporting, or no error) and date of a correction
if the tenant’s Action B field is set to “Correction to
prior 50059.”
Generate Form Letter Button
This button starts the Generate Form Letter wizard.
This wizard controls the process of creating a form
letter for the selected tenant. For detailed instructions on how to use this wizard, refer to the Form
Letters in WinTen manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.62
Show Printed Button
This button opens the Printed Documents subscreen. This sub-screen, described at the end of
this chapter, enables you to audit the form letters
that have been printed for the selected tenant.
Available Tenant Reports
The Tenant Reports dialog box (see the preceding
pages) enables you to produce several reports on
the selected tenant.
NOTE: Some of these reports are only available if you have selected a certain tenant type
for this tenant or certain options on the Setup
screen.
50058
This set of check boxes enables you to print a complete Form HUD-50058 for the selected tenant or
to print only specific sections of the form. These
options are only available if the tenant is subject to
MTCS reporting.
50059
This set of check boxes enables you to print a complete Form HUD-50059 for the selected tenant or
to print only one page of the form. These options
are only available if the tenant is subject to TRACS
reporting.
State Project Form
This is only available if the tenant is a State Project
tenant. It is the certification form for state-managed housing.
Summary Application
This report is a concise summary of the tenant’s
housing eligibility data. It is drawn from the information entered in the Income, Assets, Expenses,
Household, and References tabs of the Tenant
Detail screen.
Rent Worksheet
This is a rent calculation worksheet based on Form
HUD-50058 if the tenant is subject to MTCS reporting. If the tenant is subject to TRACS reporting,
this is the Form HUD-50059 Worksheet.
If the tenant is an MTCS tenant, this report is drawn
from the Expected Annual Income, Total Tenant
Payment (TTP), and Tenant Rent sections of Form
HUD-50058.
Totals Screen
This report contains the same information as the
Totals tab of the Tenant Detail screen.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.63
Release of Information
These two check boxes enable you to produce the
July 1994 and June 1995 versions of the HUD Release of Information authorization form.
FSS Credit Worksheet
This option is available only if the tenant is an FSS
participant. It produces a worksheet that shows
how the program calculates the tenant’s proposed
FSS credit. This follows the format given in the
Form HUD-50058 Instruction Booklet, Appendix 2,
which is in turn derived from Form HUD-52652.
Hint: Release of Information Forms
This form is required for you to obtain confidential information on your tenants from outside sources, such as banks
or employers. The proper Release of Information form to
use depends on the tenant’s type. If you are in doubt, print
one of the forms and examine it. Both forms contain lists
of tenant types for which they are valid. You do not need to
keep both forms on file for any one tenant, only the correct
one for his type.
Lease Amendment
This is a formal lease amendment used to officially
record, and provide notification for the tenant, of a
change in the tenant’s rent.
NOTE: The Lease Amendment is not the same
as a lease addendum.
RD Certification Form
This is only available if the tenant is a Rural Development tenant. It is Form USDA-1944B, the official
certification form for Rural Development tenants.
Form HUD-52667
This is only available if you use utility calculation
tables (as determined on the Setup screen). It is
the official utility calculation form. For more information, see the information on the Utility Calc tab
in the Setup chapter.
Form HUD-52646
This is only available if the tenant is a Section 8
Voucher or Housing Choice Voucher tenant. It is
the official Section 8 voucher.
Form HUD-52578
This is only available if the tenant is a Section 8
Certificate tenant. It is the official Section 8 certificate.
Form HUD-52641
This is only available if the tenant is a Section 8
voucher or housing choice voucher tenant. It is the
official Section 8 voucher contract.
Form HUD-52517
This is only available if the tenant is a Section 8
voucher or housing choice voucher tenant. It is the
official Section 8 request for tenancy approval.
Multi-Utility Rent Worksheet
This is only available if you use multi-utility allowances and this tenant has a multi allowance table
selected. This form shows the tenant’s monthly
utility allowances and rent for the year.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.64
PHFA Certificate Form
This is only available if the tenant is a Rural Development tenant and lives in Pennsylvania. It is
the Pennsylvania equivalent of the RD Certification
Form (see above), used only in that state.
Fraud Affidavit
This is a standard form for tenants to sign to verify
that they have completed all other forms truthfully.
Declaration of Section 214 Status
This is a standard form for tenants to sign to verify
that they are not illegal aliens.
Form HUD-52650
This is only available if the tenant is an FSS participant. It is the standard FSS Contract of Participation.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.65
Tenant Detail Sub-Tab Data Fields
All of the Tenant Detail sub-tab’s data fields are in
exactly the same positions and have exactly the
same definitions as the data fields on the Tenant
Detail sub-tab of the Add a Tenant sub-screen.
These are described in detail in the preceding
pages of this manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.66
Rent Calculation Sub-Tab Data Fields
All of the Rent Calculation sub-tab’s data fields are
in exactly the same positions and have exactly the
same definitions as the data fields on the Rent Calculation sub-tab of the Add a Tenant sub-screen.
These are described in detail in the preceding
pages of this manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.67
FSS/WtW Contract Information Sub-Screen
If the tenant is an FSS or WtW participant, this subscreen is available through the FSS/WtW Contract
Info button on the Main tab of the Tenant Detail
screen. This sub-screen enables you to review
and edit the tenant’s FSS and/or WtW details. It is
divided into three tabs: FSS (which is only visible
if the tenant is an FSS participant), WtW (which is
only visible if the tenant is a WtW participant), and
Service Table.
FSS/WtW Contract Information Sub-Screen
Controls
Initial Contract Info Button
This button opens the Initial FSS Contract Information dialog box. This dialog box enables you to
enter the family’s wages, total income, and TTP as
of the date of its FSS contract.
FSS/WtW Transaction Detail Button
This button opens the FSS Transaction List subscreen for the currently selected family. This subscreen is described on the following pages, after
the description of the Service Table tab.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.68
FSS Tab
The FSS tab enables you to edit the family’s FSS
participation data.
FSS Tab Data Fields
FSS Report Category
This drop-down selection box enables you to set
the FSS reporting category for the family: Enrollment, Progress, or Exit.
Effective Date
This is the effective date of the changes you are
making to the tenant’s FSS records.
Selection Preference
This set of radio buttons enables you to note the
type of preference, if any, that this family receives
over other FSS participant families.
Starting Date
This is the effective date of the household’s enrollment in the FSS program.
Ending Date
This is the expiration date of the family’s FSS contract.
Extended To
If the family’s FSS contract of participation has
been extended beyond the initial ending date, enter
the new ending date here.
PHA Administering
This is the housing authority number (e.g. KY132)
of the agency that is administering this contract.
Head of Household Education Level
This is the number of years of school that the head
of the household has completed. For example, a
high school graduate’s education level is 12, while
that of someone with a bachelor’s degree is 16.
The Family Receives
This set of check boxes enables you to specify
other forms of financial assistance that the family
is receiving.
Is the Family Receiving
This pair of check boxes enables you to indicate
whether the family is also participating in JOBS
and/or JTPA programs.
FSS Account Monthly Credit
This is the current monthly credit that the family’s
FSS escrow account is receiving. The program
automatically fills in this field, but you can edit it if
necessary.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.69
FSS Account Balance
This is the current balance of the family’s FSS escrow account.
FSS Account Amount Disbursed
This is the total amount from the family’s FSS escrow account that has been disbursed to household members.
Contract of Participation Completed
If the family has completed its FSS contract of participation, check this box.
Reason for Exit
This drop-down selection box enables you to specify the family’s reason for exiting the FSS program.
Employment Status
This drop-down selection box enables you to
specify the employment status of the head of the
household.
Date Employment Began
This is the date on which the head of household’s
current employment, if any, began.
Benefits in Current Employment
These three check boxes enable you to indicate
any benefits the head of household receives from
his current employment.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.70
WtW Tab
The WtW tab enables you to edit the family’s WtW
participation data.
WtW Tab Data Fields
WtW Report Category
This drop-down selection box enables you to set
the WtW reporting category for the family: Enrollment, Progress, or Exit.
Effective Date
This is the effective date of the changes you are
making to the tenant’s WtW records.
Housing Search Help From
This pair of check boxes enables you to indicate
whether the family is receiving housing search help
from a TANF agency and/or another source.
PHA Issued Voucher
This is the housing authority number (e.g. KY132)
of the agency which initially issued the WtW voucher to the family.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.71
WtW Program Enrolled
This is the housing authority number (e.g. KY132)
of the agency in whose WtW program the family is
currently enrolled.
Voucher Issued
This is the date on which the family’s WtW voucher
was issued.
Request Date
This is the date on which the family submitted a
request for lease approval
Head of Household Education Level
This is the number of years of school that the head
of the household has completed. For example, a
high school graduate’s education level is 12, while
that of someone with a bachelor’s degree is 16.
The Family Receives
This set of check boxes enables you to specify
other forms of financial assistance that the family
is receiving.
Is the Family Receiving
This pair of check boxes enables you to indicate
whether the family is also participating in JOBS
and/or JTPA programs.
Reason for Different Unit
This set of check boxes enables you to indicate the
family’s reasons for requesting a different unit.
Family Moving to Homeownership
If the family has moved to homeownership, check
this box.
Reason for Exit
This drop-down selection box enables you to specify the family’s reason for exiting the WtW program.
Employment Status
This drop-down selection box enables you to
specify the employment status of the head of the
household.
Date Employment Began
This is the date on which the head of household’s
current employment, if any, began.
Benefits in Current Employment
These three check boxes enable you to indicate
any benefits the head of household receives from
his current employment.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.72
Service Table Tab
The Service Table tab enables you to track the
family services that family members need and are
receiving. The data field in the upper left corner of
the tab is the number of family members who have
FSS/WtW Training and Service plans. The right
side of the tab is a table of available family services
and the status fields for each one.
Each family service has the following data fields:
Need
This is the number of family members who need
the service.
Needs Met
This is the number of family members who need
and are receiving the service.
Service Provider
This drop-down selection box enables you to
specify the type of agency from which the family
members are receiving or have received the specified service: PHA, TANF agency, DOL grantee,
voluntary organization, for profit entity, nonprofit
agency, employer, or community college.
Hint: Needs and Needs Met
You cannot enter a number in the Needs Met field that is
greater than the number in the corresponding Needs field.
You can’t report having met needs that don’t exist.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.73
FSS Transaction List Sub-Screen
The FSS Transaction List sub-screen enables
you to track specific tenant actions (set up on the
FSS/WtW tab of the Setup screen) related to FSS
or WtW programs. The top half of the sub-screen
contains a table of all tenant actions entered for
this household. The bottom half contains the detailed information on the currently selected tenant
action.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.74
FSS Transaction List Data Fields
Name
This is the name of the tenant to whom the action
relates. When you are adding or editing an action
record, this field changes to a drop-down selection
box that contains the names of all household members.
Participant’s SSN
This is the Social Security number of the selected
household member. The program fills in this field
automatically; you cannot edit it.
Initials
These are the initials of the agency employee who
entered the action record.
Action Type
This drop-down selection box enables you to select
the type of action that the tenant or agency has performed. This list is composed of the descriptions of
the FSS/WtW transaction codes that are set up on
the FSS/WtW tab of the Setup screen.
Date of Action
This is the action’s date.
Follow Up Needed
If this action needs follow-up attention, check this
box. The program can generate a summary report
from the Reports screen on all actions that need
follow-up attention.
Description
This is a free-form data field for entering notes on
the action. There is no limit to the amount of information you can enter in this field.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.75
Maintain Unassisted Housing Units Sub-Screen
The Maintain Unassisted Housing Units subscreen enables you to view and edit the record of a
selected unit. It has four tabs: General, Amenities,
Utilities, and Notes. This sub-screen always opens
on the General tab, as shown below.
General Tab
The General tab contains information on the selected unit’s location, owner, and general demographics (size, building type, etc.). Edit the data on
this tab and save or cancel your changes with the
standard WinTen controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.76
General Tab Data Fields
Address
Street Number
This is the unit’s street number (house or building
number).
Street Name
This is the name of the unit’s street.
Apt. No.
This is the unit’s apartment number, if applicable.
City, State Zip
These three fields are the unit’s city, state, and zip
code.
Location
Description
This drop-down selection box enables you to select
the unit’s location (neighborhood) from the list of
locations set up on the Locations tab of the Setup
screen of the WinTen Rent Reasonableness module.
Hint: Unit Locations
For more information on setting up unit locations, please
refer to the WinTen Rent Reasonableness manual.
Census Tract
This is the census tract in which the unit is located.
County
This is the county (or parish, in Louisiana) in which
the unit is located.
Owner Information
Name
This is the name of the unit’s owner.
Address
This is the owner’s street address.
City, State, Zip
These three fields are the owner’s city, state, and
zip code.
Telephone
This is the owner’s phone number.
Rent Summary
Contract
This is the unit’s monthly contract rent.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.77
Utilities
This is the unit’s monthly utility allowance, as determined by the utility allowance profile selected.
You cannot change this field; the program fills it in
automatically.
Gross
This is the unit’s gross rent (contract rent plus utility
cost).
General Description
Bedrooms
This is the number of bedrooms in the unit.
Bathrooms
This is the number of bathrooms in the unit.
Floor Area
This is the unit’s floor area in square feet.
Year of Construction
This is the year in which the unit was constructed.
Util. Enable. Profile
This drop-down selection box enables you to specify the unit’s utility allowance profile. The available
options are those which are set up on the Allowance Profile tab of the Utility Setup sub-screen.
Unit Type
This drop-down selection box enables you to specify the unit’s type. The available options are the unit
types recognized by HUD’s PIC system.
Structure Type
This drop-down selection box enables you to specify the structure type of the building in which the unit
is located. The available options are the structure
types recognized by HUD’s PIC system.
Handicapped Accessible
If the unit is accessible to handicapped individuals,
check this box.
Info. Source
This drop-down selection box enables you to specify the source from which your agency gathered the
unit’s information. The available options are those
which are set up on the Information Sources tab of
the Setup screen of the WinTen Rent Reasonableness module.
Hint: Information Sources
For more information on setting up information sources,
refer to the WinTen Rent Reasonableness manual.
Last Updated
This is the date on which the unit’s record was last
updated. You cannot edit this field; the program
fills it in automatically every time you save changes
to the record.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.78
Amenities Tab
The Amenities tab enables you to specify which
amenities are present in the selected unit. This top
area of the tab contains the unit’s identifying information, which you can only edit on the General tab.
The main area of the tab contains a set of 28 check
boxes. Each check box corresponds to a standard
or user-defined (defined on the Amenities tab of
the Setup screen of the WinTen Rent Reasonableness module) amenity. Edit the data on this tab
and save or cancel your changes with the standard
WinTen controls, checking the box next to each
amenity that is present in the selected unit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.79
Utilities Tab
The Utilities tab enables you to specify which utilities are present in the selected unit. The top area
of the tab contains the unit’s identifying information,
which you can only edit on the General tab. The
main area of the tab contains a set of 30 check boxes. Each check box corresponds to a standard or
user-defined (defined on the Utility Type tab of the
Utility Setup sub-screen) utility. Edit the data on
this tab and save or cancel your changes with the
standard WinTen controls, checking the box next to
each utility that is present in the selected unit.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.80
Notes Tab
The Notes tab enables you to enter free-form
text notes on the selected unit. The top area of
the tab contains the unit’s identifying information,
which you can only edit on the General tab. The
main area of the tab contains the text editing area
for your notes. Edit the data on this tab and save
or cancel your changes with the standard WinTen
controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.81
Household Tab
The record for the head of a household is automatically created when you add a tenant record. This
is the data that is displayed on the Main tab. The
Household tab holds the data for every member of
that tenant’s household. The bottom portion of the
tab contains a table of every household member
in this tenant’s household. The top portion of the
tab shows the detailed information on the currently
selected household member. You can add, edit, or
delete household member records using the standard WinTen controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.82
Household Tab Controls
Renumber Household Button
This button renumbers all members of this household. Household member numbers are used to
track income and assets for the household.
Change Head of Household Button
This button opens the Change Head of Household
dialog box.
Change Head of Household Dialog Box
This dialog box enables you to set any household
member to be the head of this household. Select
the household member you want and click OK, or
click Cancel to cancel the change.
Generate Form Letter Button
This button starts the Generate Form Letter wizard.
This wizard controls the process of creating a form
letter for the selected tenant. For detailed instructions on how to use this wizard, refer to the Form
Letters in WinTen manual.
Household Tab Data Fields
First Name
This is the household member’s first name.
MI
This is the household member’s middle initial.
Last Name
This is the household member’s last name.
SSN
This is the household member’s Social Security
number. If this household member is the head of
the household, the program will fill in this field automatically.
NOTE: If the household member is an infant
who has not yet received a Social Security
number, enter nine nines (999-99-9999) in this
field. Change the field to the correct SSN once
the child is assigned one.
Member #
This is the individual’s household member number.
The program automatically updates this field.
Relation to Head
This is the individual’s relationship to the head of
household.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.83
Dependent Type
This drop-down selection box enables you to
choose the individual’s dependency status, or lack
thereof, with relation to the head of household.
Choose the option that is the best match.
Birthday
This is the household member’s birthday.
Age
This is the household member’s age. The program
automatically fills in this field.
Birthplace
This is the household member’s place of birth.
Sex
This is the household member’s gender.
Community Service Met
This drop-down selection box enables you to select
the status of the household member’s community
service requirement compliance, if applicable. This
data field is only available for Public Housing tenants.
Race
This drop-down selection box enables you to specify the household member’s race. If you select
“Multi-racial,” a set of five check boxes appears on
the tab. These enable you to select the household
member’s racial composition.
Hint: Multi-Racial Tenants
If you set a tenant’s Race to Multi-Racial, you must select at
least two races from the set of check boxes.
Ethnicity
This drop-down selection box enables you to specify the household member’s ethnicity as Hispanic
or Non-Hispanic.
Eligibility
This drop-down selection box enables you to specify the household member’s eligibility status.
Alien
If the household member has alien residency status, check this box.
Registration Number
If the household member has alien residency status, this is his alien registration number. If he does
not have this status, leave this field blank.
Alternate ID
If the household member has a HUD-assigned AID,
enter it here.
Been convicted of a crime
If the household member has ever been convicted
of a crime, check this box.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.84
Sold or given away property in last two years
If the household member has sold or given away
property in the last two years, check this box.
Handicap
If the household member is handicapped, check
this box. The set of ten check boxes immediately
below this check box becomes usable. Use these
check boxes to indicate which of the listed handicaps the household member is subject to.
Disabled
If the household member is disabled, check this
box. The set of ten check boxes immediately below
this check box becomes usable. Use these check
boxes to indicate which of the listed disabilities the
household member is subject to.
Hint: Handicapped vs. Disabled
According to HUD, the difference between a handicap and
a disability is that a person is born with a handicap, but
acquires a disability after birth.
If the tenant was born blind, he is handicapped.
If a piano fell on him and caused permanent blindness, he
is disabled.
If a piano fell on him during birth, he is unlucky.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.85
Income Tab
The Income tab enables you to track sources of income for a tenant’s household. The bottom portion
of the tab contains a table of every income source
in this tenant’s household. The top portion of the
tab shows the detailed information on the currently
selected income source. You can add, edit, or
delete income records using the standard WinTen
controls.
NOTE: The name of the head of household appears in the space between the menu bar and
the toolbar. This provides a quick reference for
determining which tenant household you are
currently working with.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.86
Income Tab Controls
Insert/Edit Agency Button
This button opens the Agency Information dialog
box.
Agency Information Dialog Box
This dialog box enables you to create, edit, or delete agency records, as you would on the Agency
tab of the Setup screen. The left side of the dialog
box contains a table of all agency records in Occupancy and Rent Calculation’s database. The
right side shows the information for the currently
selected agency. You can add, edit, or delete
agency records with the standard WinTen controls.
To insert an agency’s information into the current
income record, select that agency and click the
Insert Agency into Income Record button.
Agency Information Dialog Box Data Fields
Agency Name
This is the name of the business or agency as it
should appear on official correspondence.
Care Of
This is the name of your primary contact within the
agency. If you have no specific contact, leave this
field blank.
Address
This is the street or P.O. box portion of the agency’s
mailing address.
City
This is the city portion of the agency’s mailing address.
State
This is the state postal code portion of the agency’s
mailing address.
Zip
This is the zip code portion of the agency’s mailing
address.
Phone
This is the agency’s phone number.
Generate Form Letter Button
This button starts the Generate Form Letter wizard.
This wizard controls the process of creating a form
letter for the selected tenant. For detailed instructions on how to use this wizard, refer to the Form
Letters in WinTen manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.87
Income Tab Data Fields
Income Owner
This drop-down selection box enables you to select which household member is responsible for
this source of income. If you are not editing the
currently selected income source, this appears as
a non-editable data field, not a drop-down selection
box.
Income Owner SSN
This is the SSN of the income owner. The program
automatically fills in this field.
Verified
This is the date on which your agency verified the
income information.
Income Type
This drop-down selection box enables you to select the appropriate type of income for this income
source.
NOTE: You may only set one income type per
income record. If a given household member
has two or more separate sources of income,
you must create a separate income record for
each source.
Start Date
This is the date on which the household member
began receiving this source of income.
Period
This drop-down selection box enables you to
specify whether the income source pays in yearly,
monthly, weekly, or hourly increments.
Amount
This is the amount of income per time period that
the income source pays. For example, if you set
the Period drop-down selection box to Monthly, this
is the amount of money per month that the household member receives from this source.
Weeks per Year
This is the number of weeks per year that the
household member receives income from this
source. This data field is only visible if you set
the Period drop-down selection box to Weekly or
Hourly.
Hours per Week
This is the number of hours of work per week for
which the household member receives income from
this source. This data field is only visible if you set
the Period drop-down selection box to Hourly.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.88
Income Total
This is the total annual income that the household
member earns from this source. The program automatically calculates this field; you cannot edit it.
Income Excluded
This is the amount of earned income to exclude.
Each income type has its own accepted amount
of excludable income. This data field is only visible if the household is a Public or Indian Housing
household.
Income After Exclusions
This is the difference between the Income Total
and Income Excluded fields. The program automatically calculates this field; you cannot edit it.
This data field is only visible if the household is a
Public or Indian Housing household.
Start Date
This is the date on which the household member
began receiving this source of income.
Exclusion Ends
This is the date on which the earned income exclusion ended or will end.
Employer
This is the name of the employer or other entity
from whom the household member receives this
income.
Position
This is the household member’s job title, if applicable.
Address, City, St, Zip
These four fields are the employer’s address.
How Long
This is the number of years that the household
member has been receiving income from this employer.
Phone
This is the employer’s phone number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.89
Assets Tab
The Assets tab enables you to track the financial
and material assets of a tenant’s household. The
bottom portion of the tab contains a table of every
asset in this tenant’s household. The top portion of
the tab shows the detailed information on the currently selected asset. You can add, edit, or delete
asset records using the standard WinTen controls.
NOTE: The name of the head of household appears in the space between the menu bar and
the toolbar. This provides a quick reference for
determining which tenant household you are
currently working with.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.90
Assets Tab Controls
Insert/Edit Agency Button
This button opens the Agency Information dialog
box.
Agency Information Dialog Box
This dialog box enables you to create, edit, or delete agency records, as you would on the Agency
tab of the Setup screen. The left side of the dialog
box contains a table of all agency records that
in Occupancy and Rent Calculation’s database.
The right side shows the information for the currently selected agency. You can add, edit, or delete
agency records with the standard WinTen controls.
To insert an agency’s information into the current
asset record, select that agency and click the Insert
Agency into Asset Record button.
Agency Information Dialog Box Data Fields
Agency Name
This is the name of the business or agency as it
should appear on official correspondence.
Care Of
This is the name of your primary contact within the
agency. If you have no specific contact, leave this
field blank.
Address
This is the street or P.O. box portion of the agency’s
mailing address.
City
This is the city portion of the agency’s mailing address.
State
This is the state postal code portion of the agency’s
mailing address.
Zip
This is the zip code portion of the agency’s mailing
address.
Phone
This is the agency’s phone number.
Generate Form Letter Button
This button starts the Generate Form Letter wizard.
This wizard controls the process of creating a form
letter for the selected tenant. For detailed instructions on how to use this wizard, refer to the Form
Letters in WinTen manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.91
Assets Tab Data Fields
Asset Owner
This drop-down selection box enables you to select
which household member is responsible for this asset. If you are not editing the currently selected
asset, this appears as a non-editable data field, not
a drop-down selection box.
Asset Owner SSN
This is the Social Security number of the asset
owner. The program automatically displays this
field; you cannot edit it.
Verified
This is the date on which your agency verified the
asset information.
Description
This is a brief description of the asset.
Asset Value
This is the asset’s current value.
Actual Income
This is the actual annual income that the household
member receives from this asset.
Imputed Income
According to HUD rules, an imputed income figure
must be calculated and used in the tenant calculation for any asset with a value in excess of $5,000.
The program automatically calculates this number
based on the imputed (passbook) interest rate you
entered on the Default Settings tab of the Setup
screen.
Source
This is the source or holder of the asset (e.g., if the
asset is a savings account, enter the name of the
bank that holds it).
Contact
This is the name of the contact person for questions or verification regarding the asset.
Address, City, St, Zip
These four fields are the asset source’s address.
Phone
This is the asset source’s phone number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.92
Expenses Tab
The Expenses tab enables you to track the significant expenses incurred by a tenant’s household.
The bottom portion of the tab contains a table of
every expense in this tenant’s household. The top
portion of the tab shows the detailed information
on the currently selected expense. You can add,
edit, or delete expense records using the standard
WinTen controls.
NOTE: The name of the head of household appears in the space between the menu bar and
the toolbar. This provides a quick reference for
determining which tenant household you are
currently working with.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.93
Expenses Tab Controls
Insert/Edit Agency Button
This button opens the Agency Information dialog
box.
Agency Information Dialog Box
This dialog box enables you to create, edit, or delete agency records, as you would on the Agency
tab of the Setup screen. The left side of the dialog
box contains a table of all agency records that
in Occupancy and Rent Calculation’s database.
The right side shows the information for the currently selected agency. You can add, edit, or delete
agency records with the standard WinTen controls.
To insert an agency’s information into the current
expense record, select that agency and click the
Insert Agency into Expense Record button.
Agency Information Dialog Box Data Fields
Agency Name
This is the name of the business or agency as it
should appear on official correspondence.
Care Of
This is the name of your primary contact within the
agency. If you have no specific contact, leave this
field blank.
Address
This is the street or P.O. box portion of the agency’s
mailing address.
City
This is the city portion of the agency’s mailing address.
State
This is the state postal code portion of the agency’s
mailing address.
Zip
This is the zip code portion of the agency’s mailing
address.
Phone
This is the agency’s phone number.
Generate Form Letter Button
This button starts the Generate Form Letter wizard.
This wizard controls the process of creating a form
letter for the selected tenant. For detailed instructions on how to use this wizard, refer to the Form
Letters in WinTen manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.94
Expenses Tab Data Fields
Expense Owner
This drop-down selection box enables you to select
which household member is responsible for this expense. If you are not editing the currently selected
expense, this appears as a non-editable data field,
not a drop-down selection box.
Expense Owner SSN
This is the Social Security number of the expense
owner. The program automatically displays this
field; you cannot edit it.
Verified
This is the date on which your agency verified the
expense information.
Description
This is a brief description of the expense.
Expense Type
This drop-down selection box enables you to indicate the general type of the expense.
Expense Period
This drop-down selection box enables you to indicate whether the expense is weekly, monthly, or
annual.
Cost per Period
This is the expense’s per-period cost.
Annual Cost
This is the expense’s annual cost. The program
calculates this based on the expense period and
cost per period that you have set; you cannot edit
this field.
Payee
This is the individual or agency that receives payment for this expense.
Care Of
This is the name of the contact person for questions or verification regarding the expense.
Address, City, St, Zip
These four fields are the payee’s address.
Phone
This is the payee’s phone number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.95
References Tab
The References tab enables you to create and
maintain a list of financial and personal references
for each tenant household. The bottom portion of
the tab contains a table of every reference in this
tenant’s household. The top portion of the tab
shows the detailed information on the currently
selected reference. You can edit reference records
using the standard WinTen controls.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.96
References Tab Data Fields
Reference Type
This is the reference’s type: bank, credit, or personal.
Reference Name
This is the name of the reference, whether an individual or a financial institution.
Address, City, State, Zip
These four fields are for the reference’s full mailing
address.
Phone
This is the reference’s phone number.
Checking Acct #
This is the number of the tenant’s checking account
with this reference, if applicable.
Savings Acct #
This is the number of the tenant’s savings account
with this reference, if applicable.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.97
eTrans Tab
HUD requires all housing authorities to submit
changes in tenant information to PIC and/or
TRACS. You do this by creating an electronic record of the tenant data which contains all changes
to the tenant information. You then submit these
records through the PIC Web site or through
TRACSMail (for TRACS). Generally, you must
submit an eTrans record whenever a tenant undergoes a change of transaction code (1 - move in, 2
- annual recertification, 3 - interim record, etc.) and
effective date.
For more information on submitting your PIC data,
see the WinTen TransNet program manual. For
more information on submitting your TRACS data,
see the WinTen TransNet program manual or
HUD’s official guide to TRACSMail.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.98
eTrans Tab Controls
Make eTrans Record Button
This button creates a new eTrans record for the
currently selected tenant. When you click this button, the program prompts you to enter a date for
the submission, which the program uses as the effective date of the change in question. A dialog box
then opens that prompts you to confirm or cancel
the eTrans record creation.
If you are working in a TRACS data area, this button starts the TRACS eTrans Wizard, which walks
you through the TRACS eTrans creation process.
For more information on this wizard, see Chapter
8.
View eTrans Record Button
This button enables you to view the detailed data
for a specific eTrans record. Select the record you
want to view in the table at the top of the tab, then
click this button. The large data display area at the
bottom of the tab changes to show the contents of
the selected record in a tree view, as shown on the
preceding page.
Check eTrans Record Button
This button enables you to perform pre-submission
data integrity checks on a selected eTrans record.
Select the record you want to check in the table at
the top of the tab, then click this button. The large
data display area at the bottom of the tab changes
to show any fatal errors that the program found in
the selected record.
NOTE: This feature only performs data integrity
checks against the possible fatal errors outlined in the MTCS Technical Reference Guide.
There is no Technical Reference Guide available for TRACS. Thus, we are unable to provide
comprehensive error checking for TRACS data
submissions. Furthermore, this feature only
checks to make sure that PIC will not return a
fatal error on the data. It does not ensure that
the data is correct, only that PIC can process
it.
You can also delete an eTrans record by selecting the record in the table at the top of the tab and
clicking the Delete button. If an eTrans record has
errors, you should correct the data that causes the
errors, delete the record, and re-create it.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.99
eTrans Tab Data Fields
eTrans date
This is the date on which the record was gathered,
which also serves as the record’s effective date.
Trans Code
This is the transaction (or “action”) code for the
record.
Gathered
If the record has been gathered for submission to
PIC or TRACS, this field is marked T(rue). Otherwise, it is marked F(alse).
Submitted
This is the date the record was marked for external
submission in the TransNet program.
Message
This field displays any error or alert messages that
Occupancy and Rent Calculation has returned on
this record.
Ticket
If the record has been submitted through the PIC
Web site, this is the ticket number for that submission.
Understanding eTrans
To make the best use of the eTrans features, you
must understand the relationship between your
tenant database and the eTrans records. When
you create an eTrans record, you are essentially
taking an electronic snapshot of the tenant record.
It is this data image that you will submit to PIC or
TRACS. Just as a photograph of a tree will not
change if the tree loses a limb in a storm, the eTrans
record will not change if the tenant data changes.
Any alterations to the data that take place after the
record is made will not be reflected in that record.
Thus, every time tenant data changes, you need
to make a new eTrans record for that tenant. This
enables you to maintain a constant stream of data
updates to PIC or TRACS so HUD knows when
each tenant action occurs.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.100
Totals Tab
The Totals tab contains no editable data. It is
used for informational purposes only. This screen
displays the calculation results for the household
financial information that the program uses in tenant rent calculations. It includes data on income,
assets, expenses, deductions and allowances, adjusted income, rent, and utility allowances.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.101
You should use the data on the Totals screen to
verify that the household data is correct. This tab
collects information from many other tabs of the
Tenant Detail screen, so it is a convenient central
point for reviewing this data. If any of the figures on
this tab are incorrect, switch to the appropriate tab
and make your corrections there.
The upper left area of the tab displays household
assets and income information. This data is drawn
from the Income and Assets tabs.
The lower left area of the tab displays expense, allowance, and deduction information. This data is
drawn from the Household tab (for disabled, handicapped, and elderly statuses of individual household members) and the Expense tab (for medical,
childcare, and permissible deduction allowances,
as well as household expenses).
The right area of the tab displays total income, allowances, annual adjusted income, and monthly
adjusted income. The program calculates these
figures from the asset, income, and expense information displayed in the lower left area of the tab. It
also uses data from the Rent Calculation sub-tab
of the Main tab.
The lower right area of the tab displays the rent
calculation data for the tenant. You can see all
of the calculations used for this data by printing
this tenant’s Rent Calculation Worksheet from the
Reports screen. For more information on printing
reports, see the Reports chapter of this manual.
Totals Tab Controls
Multiple Utility Allowance Totals Button
This button opens the Multi-Utility Totals SubScreen. It is only available if you have selected
Multiple Utility Allowances in Setup and if this tenant is set to use a utility allowance table.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.102
Multi-Utility Totals Sub-Screen
This sub-screen shows the tenant’s utility allowance totals and TTP for each month of the current
calendar year.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.103
TRACS Requests Tab
The TRACS Requests tab is only visible if this tenant is of a tenant type that is subject to TRACS reporting. This includes Section 8 New Construction,
Section 202, Section 811, BMIR, Section 236, and
some Rural Development tenants.
The TRACS Requests tab enables you to review
the selected tenant’s TRACS request history. You
cannot edit the data on this tab. If you need to edit
a voucher, use the Process TRACS Vouchers function from the Main Menu.
TRACS Requests Tab Data Fields
Request Type
This is the type of request sent to TRACS.
Voucher Date
This is the date on which the voucher was added.
Unit Number
This is the unit number for the TRACS request.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.104
First Notified
This is the date of the examination associated with
the request.
Next Exam Date
This is the date of the tenant’s next scheduled examination.
Change Code
This is the change code that applied to this request.
Change codes are used in conjunction with Form
HUD-52670 (Request for Funds Report).
Income Code
This is the income code that applied to this tenant
at the time of the request. Income codes are used
in conjunction with Form HUD-52670 (Request for
Funds Report).
Turnover Code
When an action (initial [move-in], certification, termination, or move-out) occurs during the month,
the unit “turns over” in TRACS terms. This field
indicates the turnover code that applied to this request, if applicable.
Turnover Date
This is the effective date on which the turnover action occurred. If no turnover code applies, this field
is blank.
Regular Amount
This is the HAP amount requested on this voucher
submission. The program calculates this field
based on the settings on the Rent Calculation subtab of the Main tab.
Tenant Based Exception
If this box is checked, the request was subject to a
tenant-based exception.
Project Based Exception In Use
If this box is checked, a project-based exception
was in use for this request.
Project Based Exception Allocated
If this box is checked, a project-based exception
was allocated for this request.
Description
This is an optional short note on the request.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.105
Printed Documents Sub-Screen
This sub-screen contains a table of every form letter that has been printed for the selected applicant,
and data fields containing the detailed information
on the selected document. It also allows you to
record the details of responses to these letters for
audit purposes. Use the standard WinTen controls
to edit the data on this tab and save or cancel your
changes.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.106
Printed Documents Sub-Screen Data Fields
Document Details
You cannot edit the document detail data fields.
These are set when the document is printed.
Document Description
This is the title of the selected document.
Date/Time Created
These are the initials of the user who created the
document.
Created By
These are the initials of the user who created the
document.
Date/Time Printed
These are the initials of the user who printed the
document.
Printed By
These are the initials of the user who printed the
document.
Additional Description
This is additional data that the program saves to
identify the document.
Response
Due Date
This is the date by which a response to the document is due.
Date/Time
These are the date and time at which your agency
received a response to the document.
Received From
This is the name of the individual or organization
from whom the response came.
Method
This drop-down selection box allows you to specify
the method by which the respondent responded.
Received By
This is the name of the user who received the response.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.107
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Tenant Actions • Page 4.108
REPORTS
Information needs to be summarized and presented in an easy-to-understand form so the reader can
make informed decisions. The Reports screen is
where Occupancy and Rent Calculation turns all
of its data into meaningful reports. To enter this
screen, click the Reports button or press <R> at
the Main Menu.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.1
REPORTS SCREEN
The Reports screen is divided into three tabs: Tenant, eTrans, and Statistics. Each tab contains the
report options for one type of reports. All three
tabs are divided into two halves. The left half of a
tab contains a set of radio buttons that correspond
to the available reports. The right half of a tab
contains the formatting options for the currently
selected report. The Reports screen always opens
on the Tenant tab, as shown below.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.2
Producing a Report
To produce a report, select its radio button. Set all
of the formatting options for the report, then click
the Print or Print Preview button.
If you click the Print button, a standard WinTen print
control dialog box opens. Select the printing options for the report and click OK.
If you click the Print Preview button, a print preview
screen opens with the selected report. Review the
report from this screen and close it when you are
finished.
Standard Formatting Options
All reports on the Reports screen have three formatting options in common. These are the top
three drop-down selection boxes that appear on
the right side of the screen regardless of which
report is selected: Project, Caseworker, and Management Code. You can use these drop-down
selection boxes to filter the tenants who appear on
any report by project, caseworker, and/or management code.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.3
Tenant Tab
The Tenant tab contains reports that pertain directly to the tenants in your Occupancy and Rent
Calculation database.
Available Reports
Directory Listing
This report shows each tenant’s name, SSN, age,
phone number, unit number, and address. In essence, this report produces a telephone and address directory for all tenants in the data area.
You can choose to include only the head of each
household, or all household members.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.4
Re-Exam
The Re-Exam Report lists all tenants whose next
reexamination dates fall within a specified date
range.
You can sort the tenants on the report chronologically by re-exam date or alphabetically by last
name.
Link Entries
Whenever you make a change in the Occupancy
and Rent Calculation program that will affect the
Tenant Accounts Receivable or Section 8 Tenant
and Landlord programs at a future point in time,
Occupancy and Rent Calculation creates an electronic record known as a “link entry.” A link entry is
essentially a reminder to the Tenant Accounts Receivable or Section 8 Tenant and Landlord program
to enact a change when that program is initialized
into the month which contains that change’s effective date.
The Link Entries report lists all outstanding link entries (e.g. changes to tenant accounts that will not
take effect until a future month). You should print
and review this report each month before you print
the pre-initialization report in the Tenant Accounts
Receivable or Section 8 Tenant and Landlord programs.
You can select the order in which you want to sort
the report: alphabetically by tenant last name; numerically by unit number, SSN, or tenant account
number; or chronologically by effective date. You
can choose to include all link entries, only those for
the next month, or only those with effective dates
that fall within a specified date range.
Hint: Link Entry Example
It is currently June. You perform a recertification for a tenant that results in a change of rent, but that change will not
be effective until October. Occupancy and Rent Calculation
creates a link entry for that change with an effective date of
October 1. Tenant Accounts Receivable continues using
the tenant’s current (before the recertification) rent.
Several months later, you initialize your Tenant Accounts
Receivable program into October. Tenant Accounts Receivable “sees” the link record and changes the tenant’s
rent for October. It then erases the link record, which has
done its job and is no longer needed.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.5
Age
The Age report prints the names and ages of all
household members whose dates of birth fall within
a selected range of dates.
You can produce a report that shows name, SSN,
date of birth, and age; one that shows only name
and age; or one that shows name, address, SSN,
date of birth, and age.
You can also choose to show all matching tenants or only those born in a specific month. If you
choose to show only those tenants born in a specific month, a drop-down selection box appears which
enables you to select the desired month. You can
also choose to exclude heads of households.
Impairment
The Impairment report contains the names of all
household members who are listed as having one
or more impairments (handicaps and/or disabilities).
You can choose to list all tenants, heads of households only, or non-heads of households only. You
can also choose to list tenants with any impairments or only those who have one or more of a selected set of impairments. You can sort the report
by household member last name or Social Security
number.
Assistance Payment
This report displays tenant name, unit number, effective date of last rent change, and the amount of
assistance each tenant is receiving. You can sort
this report by head of household last name, unit
number, or Social Security number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.6
Last Inspection
This report shows the last inspection date for every
unit which has a last inspection date within a specified date range.
You can sort the report by head of household last
name, SSN, or unit number.
Community Service
The Community Service report is a list of all tenants who are adults (between 18 and 62 years old)
on the specified date, who have no wages and are
neither elderly nor disabled.
You can sort this report alphabetically by tenant
last name or numerically by tenant SSN.
Move In/Move Out
This report lists all tenants who have moved in or
moved out within a selected range of dates.
You can sort this report by tenant name, tenant
SSN, or unit number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.7
Over/Under Housed
This report lists all tenants who are housed in units
whose bedroom sizes do not match their family
sizes.
You can sort this report by tenant name, tenant
SSN, or unit number.
FSS/WtW Follow-ups
This report lists all FSS transactions that have
transaction dates within a specified date range and
that require follow-ups.
You can choose to print this report with one FSS/
WtW transaction per page, or to “flow” all of the
records together.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.8
eTrans Tab
The eTrans tab contains reports on your eTrans
(PIC/TRACS/FMHA) submission activity in the selected data area.
Available Reports
Listing of eTrans
This report contains all eTrans records in Occupancy and Rent Calculation’s database that have
dates within a specified date range.
You can sort this report by tenant name, tenant
SSN, or unit number. You can also choose for the
report to include only unsubmitted records or all
records.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.9
eTrans Status
This report helps you compare PIC data to Tenmast
information. You can print this report and compare it with the MTCS Transaction Report printed
from the PIC Web site. This report includes each
tenant’s name and last submitted eTrans record. If
no submitted eTrans record exists, the report indicates, “No submitted eTrans record.”
You can sort this report by last name, SSN, or unit
number.
Listing of Missing eTrans
This report tracks tenants that are missing eTrans
records associated with them. The program compares current tenants against the eTrans table and
reports all tenants who are missing eTrans records
within the specified range of eTrans dates.
You can sort this report by last name, SSN, or unit
number.
PIC Submission Status
This report helps you compare PIC data to Tenmast information. To use this report, you must
have downloaded the MTCS Transaction Report
from the PIC Web site in Microsoft Excel format.
Specify the order in which you want the report
sorted and enter the starting and ending dates for
the period over which you want to examine PIC
data submissions (the same period for which you
produced the MTCS Transaction Report that you
downloaded). Then click the Browse (magnifying
glass) button next to the Select Excel File for Comparison field.
A standard Windows file selection dialog box
opens. Use this dialog box to select the MTCS
Transaction Report file you want to check against
the submission data in Occupancy and Rent Calculation. When you produce the report, the program
checks its own submission records against the PIC
submission history in the MTCS Transaction Report and highlights any discrepancies between the
two sets of records.
Hint: Okay, but how do I use it?
For detailed instructions on how to use the PIC Submission
Status report to check your agency’s PIC submissions,
download the PIC Data Verification Guide from our Web
site’s PIC section:
http://www.tenmast.com/clients/reading/pic58/
You can sort this report by last name, SSN, or unit
number.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.10
Statistics Tab
The Statistics tab contains statistical reports on
your tenant population.
Available Reports
Tenant Statistics
The Tenant Statistics report provides demographic
breakdowns of the following tenant information:
head of household gender, head of household
race and Hispanic/non-Hispanic status, single vs.
family housing, and bedroom size. It also provides
average monthly and annual income for each subgroup.
You can print the report for all tenants, only elderly
tenants, only non-elderly tenants, only handicapped
or disabled tenants, or only elderly or handicapped
or disabled tenants. You can also print the report
in summary format (statistics only) or detail format
(statistics, plus a detail line for each household).
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.11
Income Analysis
The Income Analysis report provides demographic
information on the types and amounts of income
that your tenants are earning.
You can print the report in summary format (statistics only) or detail format (statistics, plus a detail
line for each household).
Age Demographic
The Age Demographic report provides demographic information on the ages of your household
members.
You can print the report in summary format (statistics only) or detail format (statistics, plus a detail
line for each household). You can also choose to
restrict the report to tenants within a specified age
range only.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reports • Page 5.12
LINK/ETRANS
The Link/eTrans area of the program allows you to
review eTrans records that have been created but
have not yet been submitted to MTCS or TRACS,
as well as those that you have already sent. It also
allows you to review all link records that have been
created in Occupancy and Rent Calculation but
have not yet been executed by the Section 8 Tenant and Landlord and Tenant Accounts Receivable
programs. To enter this area of the program, click
the Link/eTrans button or press <L> at the Main
Menu.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.1
LINKS/ETRANS RECORD SELECTION SCREEN
The Links/eTrans Record Selection screen allows
you to review MTCS and TRACS eTrans records
and Section 8 Tenant and Landlord and Tenant Accounts Receivable link records. The screen has
two databases with which you can work: eTrans
records and link records. Use the two large buttons in the top left corner of the screen to switch
between these databases. The Links/eTrans Record Selection screen always opens in the eTrans
records database.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.2
eTrans Records Database
When the Links/eTrans Record Selection screen is
in the eTrans records database, it displays a table
of all eTrans records that have ever been created
in the current data area. You can search for a
specific tenant’s records by entering the tenant’s
Social Security number in the Search For field at
the top of the screen and pressing <Enter>.
To view the details of a selected eTrans record,
click the Review Record button. This opens the
Review eTrans Records sub-screen, Described on
the following pages.
eTrans Record Data Fields
HSSAN
This is the Social Security number of the head of
the household for which the eTrans record was
submitted.
MediaDate
This is the submission date of the record.
MediaType/MediaCode
The name of this data field changes depending
on whether the data area is subject to TRACS or
MTCS reporting. This is the transaction type (if
a TRACS submission) or transaction code (if an
MTCS submission) of the record.
ProjNo
This is the project number with which the record
was associated. This data field is only available in
data areas whose transactions are sent to MTCS.
Basic2/MediaData
The name of this data field changes depending on
whether the data area is subject to TRACS (MediaData) or MTCS (Basic2) reporting. This field
contains the actual data which was sent to MTCS
or TRACS.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.3
Review eTrans Records Sub-Screen
When you select an eTrans record to review and
click the Review Record button, the Review eTrans
Records dialog box opens. This dialog box displays detailed information on a selected transaction record. You can print this record by clicking the
Print button. You can also scroll forward and back
through the table of transaction records with the
Next Record and Previous Record buttons.
Review eTrans Records Sub-Screen Data
Fields
Social Security Number
This is the Social Security number of the head of
household.
Tenant Name
This is the name of the head of household.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.4
Message
This is an informational message generated by
Section 8 Tenant and Landlord or Tenant Accounts
Receivable. If there is a message in this field, the
record will not be submitted. To send the record,
you will need to correct any errors, delete the record, and re-create it on the eTrans tab of the Tenant Detail screen for this tenant.
Effective Date
This is the effective date of the transaction.
Date Submitted
This is the date on which the record was submitted,
if it has been.
eTrans Type
This is the transaction code of the transaction.
PIC-Reported Tenants
If the record is one for PIC submission, the following data fields appear:
eTrans Record Date
This is the date the record was created.
Program Type
This is the tenant type code and description for the
tenant.
Ticket Number
If the record has been submitted to PIC, this is the
ticket number of the submission file.
TRACS--Reported Tenants
If the record is one for TRACS submission, the following data fields appear:
Record Type
This is the record’s TRACS transaction type.
TRACS Version
This is the TRACS version for which the record was
created.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.5
Recalculating eTrans Dates
You may encounter a situation where you submitted eTrans records to MTCS through the PIC/
MTCS Web site but did not mark those records
as submitted. When you next gather records for
submission, those records will be included in the
new submission. If this happens, you will need to
recalculate the submission dates on the records to
show that they already have been submitted.
To use this function, click the Recalc Dates button
at the bottom of the Links/eTrans Record Selection
screen.
CAUTION
Recalculating eTrans submission dates can cause data
conflicts with the MTCS system. To use this function, contact Tenmast’s Training & Support Department toll-free at
(877) 359-5492, option 1.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.6
Links Database
When the Links/eTrans Record Selection screen
is in the Links database, it displays a table of all
link records that that are currently in effect in the
current data area. You can search for a specific
tenant’s link records by entering the tenant’s Social
Security number in the Search For field at the top
of the screen and pressing <Enter>. To view the
details of a selected link record, click the Review
Record button. This opens the Links dialog box,
which will be discussed on the following pages.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.7
Links Data Fields
SSN
This is the Social Security number of the tenant
whose records the link affects.
Name
This is the name of the tenant whose records the
link affects.
Trans Code
This is the transaction type (if a TRACS submission) or transaction code (if an MTCS submission)
of the record.
Effective Date
This is the effective date of the change contained
in the link record.
TTP
This is the amount that the tenant’s Total Tenant
Payment will be once the link takes effect.
Tenant Rent
This is the amount that the tenant’s rent will be
once the link takes effect.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.8
Links Dialog Box
When you click the Review Record button, the
Links dialog box opens. This dialog box displays
detailed information on a selected link record. You
can print this record by clicking the Print button.
You can also scroll forward and back through the
table of link records with the Next Record and Previous Record buttons.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.9
Links Dialog Box Data Fields
SSN
This is the tenant’s Social Security number.
Tenant Name
This is the tenant’s name.
Unit Number
This is the number of the tenant’s unit.
Account Number
This is the number of the tenant’s account with your
agency.
Who Created Link
These are the initials of the employee who created
this link record.
Date Link Created
This is the date on which the link was created.
Transaction Type
This is the transaction type (if a TRACS submission) or transaction code (if an MTCS submission)
of the record.
Effective Date
This is the effective date of the change contained
in the link record.
TTP
This is the amount that the tenant’s Total Tenant
Payment will be once the link takes effect.
Tenant Rent
This is the amount that the tenant’s rent will be
once the link takes effect.
Utility Allowance
This is the amount that the tenant’s utility allowance will be once the link takes effect.
Assistance Payment
This is the amount that the tenant’s assistance payment will be once the link takes effect.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Link/eTrans Records • Page 6.10
FORM LETTERS
Occupancy and Rent Calculation features the
WinTen Form Letter module. This module is present in several WinTen programs. It allows you to
take data from a program and generate a batch of
form letters based on that data.
To enter the Form Letter module, click the Letters
button or press <L> at the Main Menu.
For detailed documentation on the Form Letter
module, please refer to the Form Letters in WinTen
manual.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Form Letters • Page 7.1
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Form Letters • Page 7.2
TASK WIZARDS
The Occupancy and Rent Calculation program allows you to handle applicant data in many ways.
This chapter describes the wizards that the program uses to handle common data management
tasks.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.1
Locate a Household Member
To locate an individual who is not a head of household, go to the Main Menu.
Click the Tenant button or press <T>. The Tenant
Search screen opens.
On the Tenant Search screen, click the Locate button. The Find Household Member wizard opens.
Find Household Member Wizard
Step One
Select the tenant database you want to search:
current or history.
Click the Start button to proceed to Step Two.
Step Two
Select the data that you want to use to search for
the household member: name, SSN, or PIC Alternate ID Number.
Click the Next button to proceed to Step Three.
Step Three
Enter the name, SSN, or AID Number for which you
are searching.
Click the Next button to proceed to Step Four.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.2
Step Four
The wizard displays a table of every household
member who matches your search target. Select
the household member whose record you want to
review or edit.
NOTE: If the wizard finds only one matching
record for your search target, it skips Step Four
and proceeds from Step Three directly to Step
Five.
Click the Next button to proceed to Step Five.
Step Five
The wizard displays a summary of the selected
household member and his head of household, if
he is not one.
Click the Finish button to open the Tenant Detail
screen on the selected household’s record.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.3
Transfer a Section 8 Tenant to a
New Unit
To transfer a Section 8 tenant between units, go to
the Main Menu.
Click the Tenant button or press <T>. The Tenant
Search screen opens.
On the Tenant Search screen, select the tenant you
want to transfer and click the Edit/Review button.
The Tenant Detail screen opens on the selected
tenant’s record.
On the Tenant Detail screen, click the Transfer Tenant Address toolbar button. This opens the Unit
Transfer Wizard.
Unit Transfer Wizard
Step One
Enter the effective date of the transfer (the default
is the current system date).
Click the Start button to proceed to Step Two.
Step Two
Select the eTrans transaction code that applies to
this unit transfer: New Admission, Annual Reexamination, Interim Reexamination, or Other Change
of Unit.
Click the Next button to proceed to Step Three.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.4
Step Three
Click the magnifying glass button at the right side
of the New Unit Address data field. This opens the
Browse Housing Units dialog box.
Select the unit into which the tenant is moving and
click the Select Unit button.
Alternately, if the tenant is moving into a unit that
is not in your database, click the Add Unit button.
This opens the Maintain Unassisted Housing Units
sub-screen, which is described in detail in the
Setup and Tenant Actions chapters of this manual.
Enter the new unit’s data on this sub-screen and
save it.
Once you have selected or entered the unit into
which the tenant is moving, click the Next button to
proceed to Step Four.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.5
Step Four
Click the magnifying glass button at the right side
of the Unit’s Landlord data field. This opens the
Select a Landlord dialog box.
Select the landlord into whose unit the tenant is
moving and click the OK button.
Once you have selected the landlord into whose
unit the tenant is moving, click the Next button to
proceed to Step Five.
Step Five
Review the data in the wizard. If it is correct and
complete, click the Finish button to complete the
transfer process. If it is incomplete, click the Back
button to return to the previous steps and make any
needed changes, or click the Cancel button to cancel the entire process and exit the wizard.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.6
Move a Tenant to Another Data
Area
To move a tenant to another data area, go to the
Main Menu.
Click the Tenant button or press <T>. The Tenant
Search screen opens.
On the Tenant Search screen, select the tenant you
want to transfer and click the Edit/Review button.
The Tenant Detail screen opens on the selected
tenant’s record.
On the Tenant Detail screen, click the Move to Another Area (truck) toolbar button. This opens the
Move to Another Area wizard.
Move to Another Area Wizard
Step One
Select the data area into which you are moving the
tenant.
Click the Start button to proceed to Step Two.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.7
Step Two
The wizard displays the data area into which you
are moving the tenant.
The tenant will be moved into either Tenant Accounts Receivable or Section 8 Tenant and Landlord, whichever program manages tenant data in
the selected data area. If you also want to move
the tenant into a new Occupancy and Rent Calculation record in the selected data area, check the
Move Tenant into ORC box.
Click the Next button to proceed to Step Three.
Step Three
Review the data in the wizard. If it is correct and
complete, click the Finish button to complete the
move process. If it is incomplete, click the Back
button to return to the previous steps and make
any needed changes, or click the Cancel button to
cancel the entire process and exit the wizard.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.8
Create a TRACS eTrans Record
To create a TRACS eTrans record, go to the Tenant
Detail screen and switch to the eTrans tab. Click
the Make eTrans Record button. This starts the
TRACS eTrans wizard.
TRACS eTrans Wizard
Step One
Enter the eTrans date and the voucher date for the
transaction you are creating.
If you are creating a baseline record, check the
Baseline Record box.
Click the Start button to proceed to Step Two,
Step Two
The wizard displays the adjustment calculation for
any adjustment that applies to this eTrans record.
If you want to include this adjustment on the voucher you are creating, check the appropriate box.
Click the Next button to proceed to Step Three.
Step Three
Review the data in the wizard. If it is correct and
complete, click the Finish button to complete the
move process. If it is incomplete, click the Back
button to return to the previous steps and make
any needed changes, or click the Cancel button to
cancel the entire process and exit the wizard.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.9
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Task Wizards • Page 8.10
REINDEX
This function rebuilds the indexes that Occupancy
and Rent Calculation uses to search for specific
records within its databases. Index files are similar
to a library’s card catalog — they tell the computer
the location of the data for which you are searching. Indexing databases is safe to do at any time
— it does not need to be done at a specific time
of the month or the year. To initiate the reindexing
process, click the Index button or press <I> from
the Main Menu.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reindex • Page 9.1
When to Reindex
Occasionally, index files can become corrupted.
This means that such a file’s data is no longer complete, and it may not be in a form that Occupancy
and Rent Calculation can read. The most common
indicator of a corrupted index file comes when you
search for an entry that you know is present and
the program does not find it. Reindexing solves
this problem by going through the database and
rebuilding the index file for it.
CAUTION
You must make sure that no one else is using Occupancy
and Rent Calculation before using this feature. Reindexing
rewrites files, and cannot do so if they are already open
when Occupancy and Rent Calculation attempts to index
them.
When to Pack
While you are reindexing, you also have the option to pack the database. Packing is a process by
which Occupancy and Rent Calculation removes all
blank or deleted entries from its database, thereby
reducing the size of the files.
CAUTION
Tenmast does not recommend you perform packing unless specifically instructed to do so by Tenmast Training &
Support personnel. Packing permanently removes deleted
records. Once you have packed, data that the packing
process erases will be irretrievably gone.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reindex • Page 9.2
Reindexing
When you begin the reindexing process, a dialog
box opens that asks you if you want to initiate this
process. Click Yes to continue or No to cancel.
If you click Yes, the Index and Pack Databases
dialog box opens. This dialog box has four check
boxes that allow you to select which activities you
wish to perform with the database. You can reindex both current records and historical (inactive or
moved out tenants) records. If you choose to reindex either current or historical records, you have
the option to pack those records as well.
Check the check boxes that correspond to the
functions you want to perform. Then click the
OK button. The program begins the reindexing
process, which should take no longer than two or
three minutes. When the process is complete, the
dialog box closes and the program returns to the
Main Menu.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reindex • Page 9.3
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Reindex • Page 9.4
PROCESS TRACS VOUCHERS
Occupancy and Rent Calculation is capable of
preparing TRACS data for submission. To process
TRACS vouchers, click the Voucher button or press
<V> at the Main Menu. This option is only available
if the current data area is set as a TRACS area on
the Default Settings tab of the Setup screen.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.1
VOUCHER SEARCH SCREEN
When you enter the TRACS voucher processing
area of the program, the first screen that appears is
the Voucher Search screen. This screen contains
a table of all of the vouchers in Occupancy and
Rent Calculation’s database. From this screen,
you can add a new voucher or review and edit the
data for an existing voucher.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.2
Voucher Search Screen Controls
Unsubmitted and Submitted Buttons
This pair of buttons allows you to select the voucher database with which you want to work. Submitted vouchers are those which you have marked
as externally submitted in the WinTen TransNet
program.
Search By...
This set of radio buttons determines the order in
which the voucher records are displayed in the
table.
Search For:
This data field allows you to search for a specific
voucher record. Enter the target of your search in
this data field and click the Go button. The program
searches whichever set of fields you have selected
with the Search By radio buttons and highlights the
first record in the table that matches your search
target.
Add Voucher Button
Click this button to add a new voucher. This process is described in more detail on the following
pages.
Edit/Review Button
Click this button to review and/or edit the currently
selected voucher. This opens the Voucher Review
screen on that voucher’s record.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.3
Adding a Voucher (Add TRACS Voucher Wizard)
To add a voucher, click the Add Voucher button.
The Add TRACS Voucher wizard opens.
Step One
Use the Contract/Project drop-down selection box
to specify the TRACS contract or project to which
the voucher applies.
Enter the date for which you want to create the
voucher.
Click the Start button to continue to Step Two.
Step Two
If you want to use the collected eTrans records
for the selected project to build the voucher detail, check the Collect Voucher Detail from eTrans
Detail check box. If you want to create a “voucher
header” file for a miscellaneous funding request or
a special funding request, uncheck the box.
Click the Next button to proceed to Step Three.
Step Three
The wizard displays all of the data you’ve entered
for the voucher. Review it. If you need to make
any changes, click the Back button to go back to
the appropriate step and make those changed. If
everything shown in Step Three is correct, click
the Finish button to complete the voucher creation
process.
If you click the Finish button, the Voucher Review
screen opens on the new voucher’s record.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.4
VOUCHER REVIEW SCREEN
The Voucher Review screen contains the complete data for one selected voucher. It has two
tabs: Voucher Summary and Voucher Detail. The
Voucher Review screen always opens on the
Voucher Summary tab, as shown below.
Voucher Summary Tab
The Voucher Summary tab contains the identifying
and processing information for the selected voucher. It has two sub-tabs: Requested Information and
Owner/Agent Information. The Voucher Summary
tab always opens on the Requested Information
sub-tab, as shown below.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.5
Voucher Summary Tab Controls
Print Button
On the Voucher Summary tab, the Print button
does not function as normal. Instead, it opens the
Print Voucher dialog box. This dialog box allows
you to print part of all of the Form HUD-52670 for
the selected voucher. Check the boxes that correspond to the parts of the form you want to print,
select the order in which to sort the report, and click
the OK button to print.
Voucher Summary Tab Other Functions
Collect Certifications for Voucher
This option recalculates this voucher’s totals based
on the current eTrans records for the voucher. This
is intended for use after you have made corrections
to eTrans records, to update the voucher.
Void Voucher
This option allows you to reset the voucher’s paid
status so you can update the voucher total again.
This is intended for use in updating a voucher that
was previously marked as paid.
Reject Voucher
This option marks a submitted voucher as unsubmitted so it can be updated again.
Mark Voucher Paid
This function locks a voucher so it cannot be updated by eTrans records.
Requested Information Sub-Tab
The Requested Information sub-tab contains the
core identifying and processing information for the
selected voucher. The only editable field on this
sub-tab is the Voucher Signed Date field. All other
fields are for informational purposes only. Much
of this data is drawn from the data entered on the
Voucher Detail tab and from the TRACS Setup tab
of the Setup screen.
Requested Information Sub-Tab Data Fields
Project Name
This is the name of the project, as indicated on the
Voucher Detail tab.
Total Units in Contract
This is the number of total units in the contract for
this voucher. This number should include vacant
units. It is generated on the Voucher Detail tab.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.6
Number of Subsidized Units
This is the number of units receiving subsidies, as
indicated on the Voucher Detail tab. This only includes active units.
Number of Vacant Units
This is the number of units that are vacant, as indicated on the Voucher Detail tab.
Number of Units at Market Rent
This is the number of units that have tenants who
are paying market rent, as indicated on the Voucher Detail tab. This does not include subsidized or
vacant units.
Project-based exceptions in use
This is the total number of project based exceptions
in use, as indicated on the Voucher Detail tab.
Project based exceptions allocated
This is the total number of project-based exceptions allocated, as indicated on the Voucher Detail
tab.
Tenant-based exceptions in use
This is the total number of tenant-based exceptions
in use, as indicated on the Voucher Detail tab.
Total Exceptions
This is the total number of all project- and tenantbased exceptions in use.
Date Field Office last changed allocations
This is the date your HUD field office last made
modifications to your project-based exception allocations.
Number of Units rented to Lower-Income families
This is the number of units in the project that are
rented to low-income (not extremely low or very
low) households.
Breakdown of Assistance Payment Received
The following fields provide a summary of the total
assistance payment requested by this voucher,
broken down by individual assistance type. This
area of the screen is organized in two columns:
number of requests for each type and total dollar
amount of requests for each type.
Regular Tenant Assistance Payments
These fields are the number and total dollar value
of regular tenant assistance payments requested
by the voucher.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.7
Adjustments to Regular Tenant Assistance
Payments
These fields are the number and total dollar value
of adjustments to regular tenant assistance payments requested by the voucher.
Section 8 Special Claims for Unpaid Rent
These fields are the number and total dollar value
of Section 8 special claims for unpaid rent requested by the voucher.
Section 8 Special Claims for Tenant Damages
These fields are the number and total dollar value
of Section 8 special claims for tenant damages requested by the voucher.
Section 8 Special Claims for Vacancies
These fields are the number and total dollar value
of Section 8 special claims for vacancies requested
by the voucher.
Section 8 Special Claims for Debt Service
These fields are the number and total dollar value
of Section 8 special claims for debt service requested by the voucher.
1983 HURRA Rent Rebates
These fields are the number and total dollar value
of HURRA rent rebates requested by the voucher.
Total Subsidy Requested
This is the total dollar value of the subsidy requested by the voucher.
Voucher Status
This is the current status of the voucher.
Voucher Signed Date
This is the date on which the project owner signed
the voucher.
Voucher Submission Date
This is the date on which the voucher was submitted to the TRACS system for processing.
Assigned Voucher ID
This is the ID number that the TRACS system assigned to the voucher.
Hint: HURRA?
HURRA is a rent subsidy program for elderly tenants that
was in use in the 1960s. Today, it is only in effect for tenants who were in it when HUD phased it out and are still
living in the same units they occupied at that time. Because
HURRA participants were elderly when the program ended
four decades ago, there are only about a hundred HURRA
tenants in the United States today, all of whom are exceptionally elderly.
To the best of our knowledge, no Tenmast clients have
HURRA tenants. The current version of TRACS does not
support HURRA data submission, and Occupancy and
Rent Calculation does not support HURRA rent calculations. However, HURRA data is still on the TRACS voucher
form, so we display it here for the sake of completeness.
Voucher Paid Date
This is the date on which your agency received
payment for the voucher.
Amount Paid
This is the amount of money that your agency received for the voucher.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.8
Owner/Agent Information Sub-Tab
The Owner/Agent Information sub-tab contains
data on the owner and managing agent of the project to which the voucher applies. Use the standard
WinTen controls to edit the data and save or cancel
your changes.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.9
Owner/Agent Information Sub-Tab Data
Fields
Project Name
This is the name of the project as indicated on the
Voucher Detail tab.
Owner Information
Printed Name
This is the full name of the project owner.
Owner’s Signed Name
This is the name of the project owner as he signed
it on the voucher.
Title
This is the project owner’s title.
Phone
This is the project owner’s phone number.
Agent Information
Agent Name
This is the project/contract agent’s name.
Payee Name
This is the name of the agency or business to which
the subsidy payment for this voucher goes.
EIN Number
This is the payee’s EIN (Employer Identification
Number).
Payee Address
These fields are the payee’s mailing address.
Bank Address
These fields are the address of the payee’s bank.
ABA Route
This is the ABA routing number for direct deposit to
the payee’s bank.
Account Number
This is the payee’s account number to which the
voucher payment should be deposited.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.10
Voucher Detail Tab
The Voucher Detail tab contains the detailed information on each unit’s allocation or request in
the selected voucher. The top portion of the tab
contains a table of all units with requests on this
voucher. The bottom portion contains the detailed
information for the currently selected unit’s request.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.11
Voucher Detail Tab Data Fields
The Request Type drop-down selection box indicates which type of request is associated with the
selected unit: regular request, adjustment, special
claim, or miscellaneous accounting. The rest of
data fields on this tab change depending on this
setting.
Regular Request Data Fields
Unit Number
This is the number of the unit to which the request
applies.
Unit Status
This drop-down selection box allows you to specify
the unit’s status: Subsidized, Vacant, or Market
Rent.
First Notified
This is the date on which the household was first
notified of its current rent. This is usually the
household’s exam date.
Next ReExam Date
This is the date of the household’s next re-examination.
First Name, Middle Initial, Last Name
These three fields are the first name, middle initial,
and last name of the head of household.
SSN
This is the head of household’s Social Security
number.
Change Code
This drop-down selection box allows you to specify
the change code for this submission: Initial Certification, Annual Recertification, Interim Recertification, Unit Transfer, or Gross Rent.
Regular Amount
This is the regular amount of subsidy that this
household receives.
Initial Request
If this is an initial request for this household, check
this box.
Turnover Code
When an action (Initial [move-in], certification, termination, or move-out) occurs during the month, the
unit “turns over” in TRACS terms. This drop-down
selection box allows you to specify the turnover
code that applies to this month, if applicable: Does
Not Apply This Month, Move-In, Initial Certification,
Termination of Assistance, or Move-Out.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.12
Turnover Date
This is the date on which the turnover action occurred.
Income Code
This drop-down selection box allows you to specify
the income code for this household. In most cases,
this will be blank. If an income code applies, select
the correct code as indicated in HUD publication
4350.3, paragraph 2-8.
Tenant Based Exception
If a tenant-based exception (e.g. deceased household head) applies to this household’s eligibility,
check this box.
Project Based Exception in Use
If a project-based exception (non-residential use of
a unit, e.g. police substation) is in use for this unit,
check this box.
Project Based Exception Allocated
If a project-based exception (non-residential use of
a unit, e.g. police substation) has been approved
for this unit but is not currently in use, check this
box.
Description
This is a brief (78-character) description of the request.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.13
Adjustment Data Fields
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.14
Unit Number
This is the number of the unit to which the request
applies.
Adjustment Exception
This drop-down selection box allows you to specify
the type of adjustment exception that applies to this
request: Not Applicable, Correction to Prior Billing,
or Returning Subsidy Overpayment.
Adjustment From
This is the starting date of the adjustment’s effective period.
Through
This is the ending date of the adjustment’s effective
period.
First Name, Middle Initial, Last Name
These three fields are the first name, middle initial,
and last name of the head of household.
SSN
This is the head of household’s Social Security
number.
Adjustment Amount
This is the adjustment amount being requested.
Description
This is a brief (78-character) description of the request.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.15
Special Claim Data Fields
Special Claim Type
This drop-down selection box allows you to specify
the type of special claim: Unpaid Rent, Damages,
Rent-Up Vacancy, Regular Vacancy, or Debt Service.
Issued Claim ID
This is the special claim ID that HUD has given
your agency for this special claim.
Special Claim Amount
This is the dollar value of the special claim.
Description
This is a brief (78-character) description of the request.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.16
Miscellaneous Accounting Data Fields
Miscellaneous Type
This drop-down selection box allows you to specify
the type of miscellaneous accounting: Service Coordinators, Drug Related Expenses, Field Office
Initiated Accounting Request, or Owner/Agent Initiated Accounting Request.
Miscellaneous Amount
This is the dollar value of the miscellaneous accounting request.
Description
This is a brief (78-character) description of the request.
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.17
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Process TRACS Vouchers • Page 10.18
Index
A
P
Assets 4.90
Payment Standard
Setup 3.46
PIC. See eTrans
Planning Questions 2.4
Printed Document History 4.63, 4.106
Project Numbers
Overview 3.11
Setup 3.10
C
Caseworkers
Setup 3.50
Transfer Caseload 3.4
Cyclical Actions 2.3
E
R
eTrans 4.98, 6.1
Reports 5.9
Expenses 4.93
F
FMR
Setup 3.46
Form Letters 4.62, 7.1
FSS 4.68
Setup 3.16
H
Household Members 4.82
I
Income 4.86
Income Limit Tables
Setup 3.52
L
Link Records 6.1
M
Management Codes
Setup 3.48
Max Rent Tables
Setup 3.13
Monthly Actions. See Cyclical Actions
O
References 4.96
Reindex 9.1
Reports 5.1
eTrans 5.9
Printing 5.3
Statistics 5.11
Tenants 5.4
Residents. See Household Members
S
Setup 3.1
Agency Information 3.2
Caseworkers 3.50
Colors 3.3
FMR 3.46
Form Letter Templates 3.3
FSS 3.16
Income Limit Tables 3.52
Management Codes 3.48
Max Rent Tables 3.13
MTW 3.6
Outside Agencies 3.14
Payment Standard 3.46
Project Numbers 3.10
Questions 2.4
Signatures 3.8
TRACS 3.17
Units 3.25
Utility Allowances 3.33, 3.43
WtW 3.16
Signatures 3.8
Outside Agencies
Setup 3.14
Overview 2.1
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Index • Page i.1
T
Tenant 4.1
Adding 4.3
Assets 4.90
Data
Common 4.7, 4.24
Homeownership 4.22, 4.57
Housing Choice Voucher 4.12, 4.31
Indian Housing 4.14, 4.35
Managed Projects 4.21, 4.54
New Construction 4.16, 4.39
Public Housing 4.9, 4.26
Rural Development 4.20, 4.51
Section 202 4.17, 4.42
Section 221d BMIR 4.19, 4.48
Section 236 4.15, 4.36
Section 811 4.18, 4.45
Section 8 Certificate 4.10, 4.27
Section 8 Mod Rehab 4.13, 4.33
Section 8 Voucher 4.11, 4.29
State Project 4.56
Tax Exempt 4.55
Expenses 4.93
Form Letters 4.62
Household 4.82
Income 4.86
Link Records 4.61
Move 4.61, 4.62
Moving In 4.3
References 4.96
Reports 4.60, 4.63
Search 4.2
SSN Change 4.62
Totals 4.101
Transfer 4.62
TRACS 10.1, 4.104. See also eTrans
Setup 3.17
Voucher Processing 10.1
U
Units 4.62, 4.76
Setup 3.25
Utility Allowances 4.103
Setup 3.33, 3.43
W
Wizard 8.1
Add TRACS Voucher 10.4
Find Household Member 8.2
Unit Transfer 8.4
WtW 4.68
Setup 3.16
WinTen Occupancy and Rent Calculation • 10/31/2003 Edition • Index • Page i.2